HRIS at Work Place

Video 1 (Source: Vulpen, E. v., 2018. AIHR Academy(

 In this globalization era, HRs must be able to meet dynamic company needs since HR is one of the most important parts of an organization that has to be watched over. In absence of an HR personal/department in an organization, it is very hard to achieve their objectives and develop their people/labor pool.

Managing the Human Resources of the company does not mean only disciplining employees rather motivating them and giving them their rights at the workplace. Moreover, there are some other crucial activities attached, such as recruitment, compensation and benefit and Training and development etc. Therefore, HRM requires intensive handling.

An effective organization should have effective tools at all areas. Especially in HRD, every company should have an automotive system/procedure as managing them manually is inconvenient and inefficient. Therefore, a lot of companies have chosen to switch to HRIS to automate their HR processes.

Figure 1 - HRIS (AIHR, 2018)

HRIS refers to Human Resource Information System or also known as HRMS, Human Resource Management Software.

Comparably, XYZ Company private limited has selected Microsoft Dynamics to improve their HRIS practice of managing HR-related activities including documentation to gain competitive advantage and HRIS (MS Dynamics) at XYZ is designed to optimize employee performance in achieving its objectives.

MS Dynamics at XYZ was modified to manage various HR processes in a centralized system. It covers employee database, payroll, leaves management, budgeting, recruitment, attendance, exit procedures and performance assessment etc.

This helps XYZ HR team to track various information about employees such as their personal details, job roles, salary information, expenses, liabilities & dues and many more. It also controls who can access the system, which information can be shared with employees, and which data should be restricted for management’s use only. In addition to this, it can be integrated with several other modules too. Just like an ERP system, MS Dynamics HRIS can be deployed on computers/servers and is also available as a cloud-based solution – Azure.

Improves employee data security

Employee data is personal, confidential and should only be accessed by those with access rights. Therefore, MS Dynamics allows XYZ HR Team to control who can access information in the system, therefore the risk of data theft or sharing with the wrong person can be minimized.

Facilitates salary distribution

HRIS makes the payroll process faster and easier at XYZ. Human errors that often occur during the salary preparation can be minimized, because the HR Team make entries and the system calculates salaries according to employee working hours attendance, deductions and leave entries made.

Approvals and uploading salaries are also assisted in the same system. Once salaries are finalized and disbursed, payslips can be created in just a few minutes and everything is stored in the system, so management and employees can track it easily and to view monthly payroll reports and see the salary components of each employee (allowances, overtime pay, etc.).

Monitors employee performance

HRIS enables XYZ management to identify fast-developing employees as HR team sets KPIs for each employee and then measures their achievements. This will eventually help management evaluate employee performance more easily.

Saves on HR expenses

This automated process really allows reducing operational costs of HRD by eliminating the use of papers or other inefficient applications. It also reduces the need for additional labor to manage HR tasks, since all the processes are handled automatically and fewer personal can manage.

Simplifies the recruitment process

This database helps to simplify the recruitment process, from interviews to acceptance of new employees can be handled easily and the HR Team can create recruiting pipelines and put candidates in stages based on their status to find the best fit. Even it can be interlinked with online database if we got subscriptions like Bayt, LinkedIn and Indeed etc.

Helps optimize the decision-making process

Since all HR-related information can be reviewed through this centralized system, management can easily find out who has contributed enough to the company and who hasn’t. It also helps XYZ management to take immediate actions to overcome employee skills gaps.

Analytical Reporting

Microsoft Applications are well recognized and user-friendly. As such, Dynamics HRIS allows the HR team at XYZ to create various reports related to employees such as salaries, expenses, budgets, attendance, achievements, etc. within a short period of time and the reports can also be generated in multiple formats such as Excel, PDF, HTML and word with charts, tables, and pictures.

(Vulpen, 2018)

Conclusion

HRIS is a software solution that automates the processes within the HR department in an organization, from payroll, attendance, recruitment, budgeting, employee performance appraisals to exit procedure. In absence of this software, HR Department may face errors in calculating salaries and generating reports and which will lead to wrong decision making. It will also save more time, energy, and costs to manage the workforce and to achieve the ultimate goal of the organization.

References

Ginting, A., 2021. Business Tech - HAHMICRO. [Online]
Available at: https://www.hashmicro.com/blog/4-advantages-hris-software-to-improve-communication-in-the-workplace/
[Accessed August 2021].

Glend, V., 2018. Business Tech. [Online]
Available at: https://www.hashmicro.com/blog/how-to-choose-the-right-hrm-system/
[Accessed July 2021].

Kanya, 2019. Business Tech. [Online]
Available at: https://www.hashmicro.com/blog/hris-definition-and-benefits/
[Accessed August 2021].

Vulpen, E. v., 2018. AIHR Academy. [Online]
Available at: https://www.aihr.com/blog/human-resources-information-system-hris/
[Accessed August 2021].