Human Resource Management Information System(HRIS): An Easy Guide For 2021

Human Resource Management Information System, or in the short form HRIS is generally a software program, or an online solution that can help in everyday tasks of Human resource employees, including data tracking, data entry, and data management.

Companies, driven by the massive influx of new-age technologies, are moving rapidly to hire new and innovative talent. Hence the advancement of HR-related systems that are extremely important in these fields is the primary goal the companies are trying to solve. The availability of technology around them, including data storage and a technology-driven approach to modern-day problems, can be beneficial.

In the past decade of growth and innovation, human resources have evolved a lot. One such development is the introduction of the Human Resource Management Information System(HRIS). 

So let’s explore what HRIS means further in this article.

Introduction

Human Resource Management Information software is used to collect and store employees’ data for end-to-end Human Resource Management (HRM). It can exclusively be used for various domains such as performance management of employees, learning and development, recruitment, and much more. It can be used to store a variety of Human Resource information to be used in future activities, such as appraisal calculation, hiring new employees, work management, and much more. Sometimes HRIS is also called Human Resource Management Service (HRMS) because it helps carry out effective human resources management.   

There are many useful human resources applications, such as payroll calculation and processing, application tracking, work schedules, time management, employees’ self-regulation and service, performance management, database management, and use of mobile phones only to manage huge workplaces.

1. HRIS Models
2. HRIS Processes and Working Components
3. Advantages

1) HRIS Models

The systems and working components are critical to run the wheels of an effective and efficient approach to human resources and their advancement. Let’s explore these models in the following list: 

1] Input and output model:

  This model is actually based on the basic input and output functioning of an HRIS. So to understand this model, we will follow a modular approach. 

The first and foremost thing to take care of is the Input Subsystems, including Internal and Environmental Sources that provide data for the system to operate on. This data is fed into sub-processes that include Data Processing subsystems, Human resources research subsystems, and Human resources intelligent subsystems. The processed data is then fed into the HRIS Database, which is then pushed into the other module known as output subsystems, including subsystems such as the Workforce planning subsystem, Recruiting subsystem, workforce management subsystem, Compensation subsystem, and benefits subsystem. The last part of this module is the users who can use all these systems in parallel to make the most out of them. 

 2] HRIS adoption model:

With the evolving market, the number of HRIS models in the market are extremely high, and choosing the one that ensures the organization of the perfect architecture is utterly important, and hence, taking the right decision is extremely important.

So what should be your strategy to find the perfect pair? Let’s discuss the model.

There are many dimensions that an organization should consider before they make any stance on HRIS Adoption. These include:

• Human Dimension: The level of the innovation of the employees and the senior management, along with the capabilities of the IT staff, defines this dimension. This helps in defining the scope of the implementation of the HRIS system.
• Technological Dimension: This dimension caters to the new innovations and technologies, such as a robust IT Infrastructure, true compatibility, and complexity of domains should be minimal, to be able to pursue the adoption effectively.
• Organizational Dimension: This dimension deals with the concept of relative advantage, Top management support, Centralisation of resources, formalization, and cost management. These factors play an important role in HRIS selection and adoption. 
• Environmental Dimension: This type of dimension is fueled by competitive pressure from other organizations, Technology vendor support, Government regulations, and support from like-minded personalities.

3] The HRIS success model: The user expects something extraordinary from the organization regarding user response, quality of the systems processes and services.

Many factors are responsible for user satisfaction, including System Quality, Information Quality, Ease of Use, and Usefulness.

2) HRIS Processes and Working Components

With the inflow of all the data, this has been created by the inflow of new-age technologies and rapid digitization of basic data collection techniques, along with the rapid increase in employee count in companies. Thus, the use of human resources information systems plays an important role in formalizing the data effectively and economically. This would increase the effective workflow and improve efficiency. Various components should be taken care of while adopting an HRIS model.

• Management of Database: The storage and management of all information should be done in an effective environment and should be managed with the best resources available. This should be done so that the HR team can easily store and manage the data in the system to be accessed from any part of the globe anytime. The data stored can be of various types such as payroll calculation and processing, application tracking, work schedules, and time management, employees’ self-regulation and service, performance management, and database management.
• Time and resource management: Nowadays, we can’t monitor the work of individual employees every day and hence the need for a self-monitoring system which can detect the pattern of work done by employees and the time needed and dedicated for a specific project. The introduction of biometrics and agile framework, the effective management of resources can be easily calculated and examined.
• Payroll and benefits management: Management and the distribution of payroll are among the most important functions of HR. The use of the HRIS helps remove the human error along with seamless benefits management of employees such as medical and retirement benefits. 
• Employee Interface: The important thing for an organization is to solve the employees’ problems, and a dedicated interface for employees can sort this problem.
• Talent acquisition and retention: The acquisition and retention of employees depend on the availability of extensive support and available features.

3) Advantages

Following are the advantages of the Human Resource Management Information System

• More transparency leading to a more honest and engaging employee experience.
• Data storage can be done in a secure in-house environment to avoid cyber-attacks and identity theft.
• Retrieving and analyzing data can be a lot easier using a dedicated HRIS System.
• Duplication of resources and capital can be avoided.
• This provides an improved quality assurance of reports.
• The adaptability of the organization increases manifold, because of the access to the right information, and the increased awareness of both the internal and external environment.
• On-demand availability of the data anytime and anywhere in the world.

Conclusion

Finally, there is an exceptionally large number of HRIS, HRMS, or HCM(Human Capital Management) solutions available in the market. The organization should invest more in these systems to compete in future scenarios. There are various types of HRIS systems available for purchase, which may offer many functionalities. A company or organization can choose to develop itself and reap the best benefits in the long run. If you wish to become a data-smart HR professional, our 3-month online People Analytics & Digital HR program, in collaboration with IIM Indore is perfect for you.

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