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].

 

THE IMPORTANCE OF EMPLOYEE RELATIONSHIP AT THE ORGANIZATION

Figure 1 - Employee Relations (Bamboo HR LLC, 2021)

In the effect of globalization and considering the rise of individualism and unregulated labour markets across the world, it draws primarily on recent developments in employee relations worldwide.

Parallelly, the current trend is skill migration which defines the labour market demand and supplies. Further, experiences of workers and employers in countries with limited workers’ protection are becoming increasingly relevant for understanding the future of employee relations in developed countries, in a context where unregulated markets facilitate the transfer of labour practices from developing to developed countries to reduce labour costs.

Employee Relations are efforts to create and maintain a positive relationship with employees at an organization. With a good atmosphere of maintaining positive and constructive employee relations, the organization will get employees who are more loyal and more engaged in their work which helps to get their extra commitment in achieving the goal of the organization

Typically, the HR department plays a vital role in managing the employee relation at the workplace. However, some organizations have a dedicated employee relations department or personal depending on their nature of work and requirements.

ABC Company Privet Limited, (hereinafter referred as ABC) is a well-established company in Furniture and Fit-out (trading) industry, which practices the best Employee relation techniques to retain the Best-Fit and encourage them in the long-run.

Figure 2 - Four Main Pillar of ER (Source: User Developed)

Open communication, show gratitude, consistent feedback and investing in employees are the main four pillars of the ER which ABC believes as the most effective tool.

In any relationship, communication is the key, especially in the working relationship, the open communication among the line managers and employees at ABC gives the employees the transparency that they need and it helps them understand their role in the organization better and most importantly it makes them so special as they are being cared or trusted by the management.

Curtesy leads the path to curiosity, similarly, simple words really do mean a lot to employees and such simple words of appreciation reinforces their good work. For example, when an employee at ABC finishes a project/task on time and on budget, the achievement will be celebrated in a Hotel/Restaurant, and they will be given a special bonus.

 Even if a small task being achieved within the timeframe, the Management is keen to appreciate them Infront of their collages which makes them happy and encourage them in their future assignments which ultimately result in achieving the goals.

“No one is perfect”, therefore the Senior Managers who are most experienced in ABC ensure that they always touching base with employees/subordinates, giving them feedback on how they can improve and make them understand that they are trying to help the employees grow as a person, which is exactly what they want.

 “People don’t care how much you know until they know how much you care” – John C. Maxwell, it is very important to show employees to what extend the management cares for them, and want them to be better people, both personally and professionally.

“Happy bees make more honey”, accordingly the Management of ABC is concerned of its employee is happy in their personal life, then they’ll be much more productive at work. Therefore, the HR team is being requested by the ABC to find out what would make the employees happier, and then to invest in them. Also, ABC allows them to pursue side projects, subsidizes their gym membership, subsidize their guitar lessons, it honestly doesn’t matter.

When it comes to employee relations, the HR department at ABC helps to prevent and resolve problems or disputes between employees & management and assists in creating and enforcing policies that are fair and consistent for everyone at the workplace. Subsequently, the main responsibilities of an HR/ER Team include acting as a liaison or intermediary between employees and managers, and either creating or advising on the creation of policies around employee issues like fair compensation, useful benefits, proper work-life balance, reasonable working hours, and others.

To maintain a successful and positive employee relation, an organization must first view employees as stakeholders and contributors which are simply identified as Human Resources in the company rather than simply as paid laborers. As we all know, the ABC also believes resources are very scarce. This perspective encourages the management and executive roles to seek employee feedback, to value their input more highly, and to consider the employee experience when making decisions that affect the entire organization.

Conclusion

Building a connected employer-employee relationship might not be as easy as it seems. But the minute the company starts investing time in them, they will understand that it's the right path to business happiness!

References

Bamboo HR LLC, 2021. Bamboo HR. [Online]
Available at: https://www.bamboohr.com/hr-glossary/employee-relations/
[Accessed 24 July 2021].