HR Technology & HRIS Systems PDF

# HR Technology HR technology is used to attract, hire, retain, & maintain talent, support & optimize workforce management. * Technology has made it easier and faster to gather, collate, and deliver information, and to communicate with employees. * Technology enables us to focus on more meaningfu...

# HR Technology HR technology is used to attract, hire, retain, & maintain talent, support & optimize workforce management. * Technology has made it easier and faster to gather, collate, and deliver information, and to communicate with employees. * Technology enables us to focus on more meaningful HR activities, such as providing managers with the appropriate decision-making tools to make more effective HR-related decisions. ## Impact of Technology on the Role of HR ### a) Decreased Transactional Activities * lowers administrative burden: the tasks they have to do * It allows HR to be able to complete day to day activities * lowers basic costs ### b) Increased Client & Customer Focus * customers like managers, employees expect HR to understand and respond to their requests quickly & provide info that is useful ### c) Increased Delivery of Strategic Services * HR used to help with deciding the company’s S.W.O.T. But with tech it has made it easier to implement strategy. ## HRIS - Human Resources Information System Integrated systems used to gather, store, and analyze information regarding an organization's human resources. * Software applications that work with electronic databases. * Ensure efficiency and effectiveness of the workforce. * Data warehouses provide data optimization. HRIS enhances effective decision-making processes. * HRIS provides information that is relevant, useful, timely and accurate. * HRIS enables managers to focus on the decision-making process itself. * not needed if you have a smaller company ## Data warehouse – type of database that stores & manages employee related data. Ex: personal details, payroll info. ## Major Components of HRIS | Component | Description | |---|---| | HR Administration | Employment equity, time and attendance, training and development/knowledge management, pension administration, compensation and benefits administration, payroll interface, performance evaluation, labour relations, organizational management, health and safety, recruitment and applicant tracking | | HR Admin | gives out individual HR tasks | | Recruitment & Applicant Tracking | use ATS (applicant tracking systems) which help attract, gather, screen, manage applicants | | Time & Attendance | absenteeism, vacation days, termination are all found on HRIS system | | Training & Development/Knowledge Management | employers use Internet-based learning to deliver almost all training. Learning portal offers employees online access to training. Learning Management System (LMS) is a software tool that supports Internet training by helping employees identify training needs. Talent management usually works with this.| | Pension Admin | data needed for retirement plans | | Employment Equity Info | HRIS stores data & helps reports federally required info (if applicable ) | | Performance Evaluation | employers use internet systems to store notes/ratings for the employees. | | Compensation & Benefits Admin | HRIS has info about company's pay, bonus, benefit plans etc | | Organization Management | stores job descriptions for each position. It links positions/jobs to specific workers | | Health & Safety | managers should inspect for problems using safety audit checklists. They should set up employee safety committees to evaluate safety & monitor safely. Evidence based safely include injury & illness rates, workers’ compensation cost per employee etc. | | Labour Relations | info like union membership, seniority list, grievances | | Payroll Interface | tracks employees' work status, wage rate, benefits, tax status, over time | ## Selecting & Implementing an HRIS ### Phase 1 - Adoption #### 5 Determining the Need * **Company Background:** The industry, the size of the company, and the projected growth are important elements to consider. Typically, organizations require HR software after they reach 100 employees. * **Management Considerations:** Normally, management would have some preconceived views regarding what they want the system to do and the type of software that might be required. They may want a complex system with enterprise-wide capabilities or a stand-alone system. * **Technical Considerations:** Elements such as hardware, operating systems networking, databases, and telecommunications all need to be considered. It is important to understand the kind of technology the company currently has and is able to support. * **HR Considerations** The HR department must consider its own needs. What type of daily requests and which employee transactions would make the most sense to automate? What types of forms, reports, or listings are maintained? The needs assessment would identify the types of data required to produce reports, where these data can be found, and how reliable the data are. HR would look at the manual reports currently being maintained and decide how these can be automated. * **Cost Considerations:** Factored into the price that an organization can afford are considerations such as additional hardware purchases required, the number of additional staff needed during the implementation phase, training costs, and ongoing support costs. ### Phase 2 - Implementation * Company selects project team typically an outside consultant who have the expertise * The activities involved in this phase focus on getting the system "up and running" within a controlled environment so that the system can be tested to ensure that it is functioning in the way the organization requires. The existing data are "converted" into the new system, meaning that the old system data are transformed to be made compatible with the new system. The software is tested and the users are expected to provide feedback before the system goes live. "Going live" means disengaging any previous HRIS and providing users access to the new system only. In this phase, security profiles are established for the users. * **Privacy and security considerations** * **Control access to data** * **Ensure users adhere to privacy and confidentiality rules** ### Phase 3 - Integration * Train the users on the system. * Goal is for stakeholders to use the system and reap the benefits identified in the needs analysis. * As with any change, people need to become comfortable. * Allows employees to access HR applications. **Electronic HR (e-HR):** a form of technology that enables HR professionals to integrate an organization’s HR strategies, processes, and human capital to improve overall HR service delivery. **HR Portal:** a single Internet access point for customized and personalized HR services. #### ESS (Employee Self-Service) * Enables employees to access and manages their personal information directly. * Some common ESS options allow employees to update personal information, such as address, phone number, emergency contact name and number; revise banking information; enroll in benefits programs; research benefit options; view payroll information, such as salary deductions; record vacation time and sick days; record travel expenses; access HR policies; participate in training delivered via the Web; and access company communications and newsletters issued by the HR department. For example, "Bad news, Stevens. While monitoring your email I discovered that you're monitoring my email." * Log on through the required changes to details that list the employee’s own information.