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A human resource information system (HRIS) refers to a computer-based application that handles human resource management (HRM) roles through enhancement of its efficiency and effectiveness. This information system consists of databases, which are used to access and modify data. Databases allow users to retrieve, store and utilise data. In addition, the application facilitates report generation by array specifications.
Through these benefits, the HRM can effectively handle its roles such as selection, recruitment, development, deployment and support of human capital (Coronas 2005, p.32). As a result, a HRIS should be appropriately designed, before implementation to improve HRM performance in an organisation. Furthermore, the ideal specifications of a HR database management system facilitate the success of HRM objectives.
For our organisation based on the banking and finance industry, the ideal design for a database management system is the distributed database management system (DDBMS). In this case, the organisation is made up of various branches that need interconnection, which facilitates efficient storage and retrieval of data (Gupta 2005, p.52). Similarly, it improves efficiency of data inputting and modification, since it can only be done once, and when editing is essential.
A number of challenges that the organisation was vulnerable to under the traditional information systems such as personnel and payroll information system, are suitably dealt with by the HRIS. In essence, the DDBMS will serve the interests of the organisation in addition to other physical aspects of the HRIS (Kleingartner & Anderson 2001, p.104).
The need for effective delivery of human resource services demands credible HR database. To ensure that a HR database is credible, multiple features have to be tested to guarantee its capability. Initially, a HR database implemented should be able to increase the productivity of the HRM. Some of the vital elements of this feature are depicted by the level of efficiency experienced in the HR departments.
In this regard, a HR database should improve utilisation of data related to hiring decisions, operations of the staffs and its integration with any management systems (Kleingartner & Anderson 2001, p.158). Similarly, a HR database should provide the anticipated security for data stored.
For this reason, files should be protected from unauthorised access, editing, adding or deleting of data. Another critical element of HR database is report generation capability. Through this feature, the users will be able to generate queries whose output can be printed or viewed in the monitor (Coronas 2005, p. 96).
A HR database should be customized to the organization’s specifications to meet credibility standards. This implies that user-interface friendliness and productivity of HRM will be improved. As a result, employee and job data accuracy will be ascertained. In addition, the application systems should meet the present and future needs of an organisation with minimal upgrading (Post 2005, p.108).
Based on these facts, the HR database management system should be cost-effective, while being productive for the HRM. Therefore, the HR database would be credible for the organization (Rob & Coronel 2002, p.45).
With the advancement of HRM roles, a credible HR database should provide capabilities of online access by the employees or the staff. This should be in consideration to HR information. In this case, valuable information that is used for improvement of decision-making and strategic planning can be assembled. Furthermore, the HR database analytical and reporting techniques improve management’s service delivery to their employees through support and development (Ramakrishnan & Gehrke 2003, p.125).
The functionality of HR database should be dynamic and comprehensive to address multiple roles of HRM. For instance, a HR database should meet new changes, and encompass all emerging trends of the HR departments effectively. This implies that it should enable clear control of human resource. In addition, all the roles of the management should be interconnected to promote optimisation of organisation resources (Post 2005, p.196).
The modification process of a HR database demands specification of human resource roles such as recruitment, selection, training, development, career planning, performance review and occupational safety, which should be addressed by the system. For the organisation, the recruitment and selection role must be comprehensively handled to enable it be an equal opportunity employer like other competitors (Kleingartner & Anderson 2001, p.165).
Through this process, the organisation will attract competitive employees that facilitate the realisation of their objectives. In essence, the potential employees are able to access database files related to job information. At this incidence, they can submit their interests and credentials to be stored in the database for further screening by the selection panel. Once the selection panel has utilised the system for screening suitable candidates, it can administer tests or interviews to select their desired employees (Gupta 2005, p.84).
Once the recruitment and selection process has been done by a HR database management system, the selected candidates will undergo training and development initiatives. Under this exercise, a HR database management system will expose the new recruits to related daily roles in the organisation.
Based on their capabilities, a HR database management system will identify the appropriate employees that suit their designated tasks (Ramakrishnan & Gehrke 2003, p.247). In addition, the HR database will provide flexibility of shifting from one task to another in relation to interests and capabilities of an employee. Through this process, an organisation will optimize its efforts.
The changing market trends demand that an organisation’s HR database management system provides appropriate training and development for its employees. Some of the capabilities that are covered under this role include selection of employees for additional training and development.
In addition, employees with high performance records should be identified for further development through education or responsibility (Rob & Coronel 2002, p.58). Since the HR Database Management System has impartiality, an organisation’s HRM will benefit from coexistence and fairness among all its employees. Similarly, most employees will upgrade their knowledge and skills from time to time. As a result, the HRM will generally boost the productivity and morale of its employees (Macy 2005, p.160).
Another crucial element that should be modified in the design of HR Database Management System is career planning. This element refers to the need of employees to choose, change or advance in a career. This implies that a HR database management system should always provide a means to learn and gain new knowledge from their current jobs (Walker 1993, p.107).
Moreover, employees can build an appropriate network that guarantees realisation of career objectives from their current network. For this reason, the design of the HR database should provide appropriate tools and techniques for an organisation’s employees to achieve the best in their career path (Ramakrishnan & Gehrke 2003, p. 269). Therefore, capabilities for self-assessment, means of developing career and career briefs should be included in the HR database.
Performance review is also one of the key roles that should be facilitated by a HR database management system. This role encompasses the analysis of individual employee accomplishments and potential for future growth based on one’s strengths and weaknesses. In this regard, the HR database should provide the management with the data for performance reviews collected from employees’ evaluation and objective production (Rob & Coronel 2002, 104).
As a result, the HRM will be able to determine the appropriate feedback for the assessed employees. Some of the information directed to the employees could include recommendations for counselling, increase of compensation rates, promotion opportunities or subjection to disciplinary mechanism.
Based on this information, a HR database management system will instil strength and morale on employees, hence boosting the overall performance of an organisation (Macy 2005, p. 254). Therefore, a HR database should store and analyse performance data in relation to organisation’s standards.
The competition in the market necessitates that a HR database management system incorporates the role of occupational health and safety amongst the employees. For various employees within an organisation, an appropriate mechanism should be adopted for classifying them to ensure that they meet the safety standards.
In addition, the organisation should plan for means of compensating employees who get hurt while in the course of their duties or any related cause (Losey 2005, p.142). The automation process of this activity provides a cost-effective way of responding to emergency and utilisation of organisation’s resources.
Meanwhile, employees feel the contact between them and the management, which results in enhanced productivity. Therefore, a HR database management system should consist of features such as insurance covers for employees, organisation fitness and health plans, and other health-related policies for the employees (Losey 2005, p.201).
Generally, the adoption of IT to fulfil the above roles of HRM is not only appealing to an organisation, but also improves its efficiency and effectiveness. Through the automation associated with IT techniques, productivity will be enhanced. In addition, IT promotes transparency and accountability for the tasks covered in the HR departments. This implies that the level of accuracy in HR capabilities will be higher.
As a result, an organisation will yield the total output of its workforce (Coronas 2005, p. 148). Meanwhile, since HRIS relates to other external users such as suppliers and customers of the organisation, their reputation will be magnified, and this contributes to the overall improvement in performance. Therefore, IT utilisation conforms to the needs of the market that guarantees competitiveness of the organisation on a similar platform as its rivals (Rob & Coronel 2002, p.128).
Finally, the adoption of an effective HRIS by an organisation is critical towards its success in the industry. In this regard, the organisation should implement an appropriate database management system that will promote the storage of data and files in the desired manner without exposure to any form of risks.
Notably, the growing threats subjected to the databases should be effectively curbed (Ward & Dafoulas 2006, p.254). As a result, the management of information for current and future needs will be enhanced. In spite of these benefits, organisations should always upgrade their systems to meet the changing market needs. Through this process, the role of the HR managers will be fully harnessed.
References
Coronas, M. T, 2005, E-Human resources management: managing knowledge people, Idea Group Pub., Hershey, PA.
Gupta, A. K, 2005, Developing human resource information system, Daya Pub.House, Delhi.
Kleingartner, A., & Anderson, C. S,2001, Human resource management in high technology firms, Lexington Books, Lexington, Mass.
Losey, M. R, 2005, The future of human resource management: 64 thought leaders explore the critical HR issues of today and tomorrow, Society for Human Resource Management, Alexandria, Va.
Macy, J. R, 2005, Human resource information system specification and selection: documenting technology needs based on HR business process, Competitive Edge Technology, Ramsgate, N.S.W.
Post, G. V,2005, Database management systems: designing and building business applications (3rd ed.), McGraw-Hill Irwin, Boston.
Ramakrishnan, R., & Gehrke, J, 2003, Database management systems (3rd ed.),McGraw-Hill, Boston.
Rob, P., & Coronel, C, 2002, Database systems: design, implementation, and management (5th ed.), Course Technology, Boston, MA.
Walker, A. J, 1993, Handbook of human resource information systems: reshaping the human resource function with technology, McGraw-Hill, New York.
Ward, P., & Dafoulas, G, 2006, Database management systems, Thomson, Australia.
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