Systems Considerations in the HRIS Design - Essay Example

HUMAN RESOURCES SPECIALIZATION: MGT 200 AND HRM 300 HUMAN RESOURCE INFORMATION SYSTEMS Human Resources Specialization: MGT 200 and HRM 300 Human Resource Information Systems Author Author Affiliation Date Table of Contents Change Management: Implementation, Integration, and Maintenance of the HRIS 5 Recruitment and Selection in an Internet Context 7 Information Security and Privacy in HRIS Recruitment and Selection in an Internet Context 8 The Future of HRIS: Emerging Trends in HRM and IT 10 Conclusion 11 References 12 Introduction A Human Resource Information System (HRIS) is used to manage the human resource related operations of an organization. In this scenario, different organizations implement and use different systems to deal with their HR related functions. This paper presents an overview of some of the important aspects of new technology based solutions especially their application with respect to HR management and handling. This research will assess a number areas and aspects regarding systems considerations for the better HRIS design, change management, recruitment and selection in an internet context, information security and privacy in HRIS recruitment and selection in an internet context and future of HRIS. Systems Considerations in the HRIS Design Successful implementation of a system is the fundamental objective of all HRIS project, and it begins with a wide-ranging design for the system development. At the same time as the stages in the system development procedure are covered we need to be more and more conscious about effective system development and application. In addition, we can effectively design a system simply by recognizing the users/customers of the HRIS, the technical potentials, the software systems solution structures and the systems application procedure that can augment the likelihood that the completed software installation will sufficiently convince the requirements of the HRM function and the business. Additionally, while designing a new HRIS based system one of the main aspects we need to assess is the “security”. Security has as pinnacle precedence in HRIS designing. Hence, the security requirements to be tackled to manage the following situations: (Bedell, Canniff, & Wyrick, 2012; Dresser & Associates, Inc., 2012) Disclosure of sensitive benefits and payroll data between staff Failure to hide sensitive personnel data outside the corporate (like that the social security number) Illegal updates of main corporate data like that stock options, salary amounts (together dates and quantity), and so on In case of HRIS design another main factor we need to assess is the “people”. In case of development such system we need to take care for people expectations and requirements. We need to offer a great deal of concentration on better managing and handling the fundamental requirements and operations. There is another factor known as “management” is also one of the fundamental aspects in designing an HRIS system for a corporation. Here we need to effectively assess the management requirements regarding new system development and what type of information and controls they require. Here for HRIS we also need to take care for “corporate goals”. In such system designing we need to initially assess the corporate goals and objectives for handling and managing corporate objectives. For the sake of enhanced management of corporate goals we need to better take care for corporate goals (Bedell, Canniff, & Wyrick, 2012; Dresser & Associates, Inc., 2012). Change Management: Implementation, Integration, and Maintenance of the HRIS Change management puts attention on the most complex part of the implementation procedure; the communication between the user and the software. The foremost problem is to acquire user approval of the newly developed HRIS. In this scenario, the introduction of this new system will normally meet strong confrontation from the employees. Therefore, it is significant that the system development team develops a change management plan composed of education, communication and training to stop as well as resolve these problems and matters. However, if unable to expand a change management plan can take toward fear, issues and possible turnover among the employees (Bedell, Canniff, & Wyrick, 2012; Stair & Reynolds, 2003). Figure 1- Change Management Procedure Source: http://www.jiscinfonet.ac.uk/infokits/change-management/cm-anchor In addition, the application of a new HRIS is typically a little smaller painful as compared to any other company software systems. This is in big context for the reason that the change is typically restricted to HR staff and employees do not frequently interact openly with the HRIS except they are new or contributing in open employment. Though, change no matter how slight or large, could be problematic and prone to resistance. Thus, in this scenario, the staff should be made responsive of the advantages of a new HRIS, how it influences them individually and how the business is able to benefit from the implementation of such systems. In addition, the administration should not downplay the significance of training as well as probably process changes. In fact, the business procedures could not be changed without higher administration support. It is pretty essential to modify a number of business procedures. It facilitates in system application. Though, if we are not prepared to change some business procedure we can go for customization. On the other hand, customization is expensive as well as not appropriate for the majority of HRIS development projects. In this scenario, a small customization is ok, however a great deal customization will influence our HRIS project. It will augment our project budget, duration and the risk of implementation breakdown. It will be enhanced to change a number of business procedure if probable, rather than customizing (Singh, 2012). In addition, when an organization changes their number of business procedures, change management specialist is necessary. In many cases, people refuse to accept change. In this scenario, change management authority will direct how to alter and explain the advantages of changes to the staff. HRIS system facilitates in changing the procedure; it is intended as well as developed by adopting most excellent practices of exact businesses. Moreover, an HRIS application involves changes in business procedures as well as reporting structure. Thus, addressing this model move is a procedure that the business has to go through. It will facilitate in attaining the acceptability of the HRIS users. Furthermore, four important change management techniques to help successful implementation of a new HRIS are staff turnover, business process change, technology transformation and market requirement (Singh, 2012). Recruitment and Selection in an Internet Context An appropriate HRIS is able to formulate the online advantages regarding enrollment of an informative and efficient procedure. In addition, employees are able to learn regarding their advantages and formulate the correct benefit elections for their lifestyle. In fact, the online benefit regarding web based HRIS enrollment is a fundamental part of an HRIS. In addition, the online HRIS offers a great deal of advantages and benefits to all types of regardless of age, geography and lifestyle options in presenting the suitable options and price levels to eligible employees. Moreover, in absence of an online benefit enrollment HRIS, skilled staff is required to wade all the way through piles of paper and forms to recognize the profit that they are qualified for and their related rates. There is no need for similar paper intensive procedure when online advantage enrollment is extensively accessible, at reasonable prices as of industry leading HRIS and HRMS companies (Lamb, 2011; Lenox Advisors, 2011). There are number of benefits for online HRIS. Here below I have outline some them: (Lamb, 2011; Lenox Advisors, 2011) Elimination of geographical limitation regarding recruitment process Offering great deal of support to employees regarding recruitment process Presenting enhanced capability regarding ease of recruiting management of staff by management Ease of management regarding handling and managing long lists of people and their qualifications Information Security and Privacy in HRIS Recruitment and Selection in an Internet Context System security is vital for the human resource information system. HRIS systems make sure that the data and information gathered, disseminated and stored based on the privacy act. For HRIS’s privacy and security of data and information is principal factor. Certainly the system is foundational on management reporting lines that permit the business managers to simply access information regarding employees who report to them (either indirectly or directly). In addition, reports as well are developed for an explicit purpose; every report holds simply the information demands and goes to simply those who are allowed to view the information. Moreover, the HRIS Solutions recognize security, privacy and service regarding any online operations to be immediately as important as in the rest of our business. Consequently, HRIS Solutions use all the safeguards for effective protection and safety of corporate information and data (HRINZ, 2012; HRIS Solutions, 2005). Figure 2- Security Issues in HRIS, Image Source: http://i.technet.microsoft.com/dynimg/IC364267.gif For the protection and safety of corporate information and data for better management support, scanning technology is currently performing a major role in Human Resource Information Systems (HRIS). As latest applications are established, a lot of organizations examine the resumes into their databases as well as consequently search key words to accomplish a match among applicants’ qualifications plus job requirements. However typographical accompaniments on a number of resumes reason scanning issues ties. Although current in some HRIS, data security issues (particularly privacy as well as company protection are turning out to be more common as well as of critical aspect by means of or cloud-based and software as a service (SaaS) based HRIS solutions. Moreover, it is assessed that implementing a cloud based HR software solution is normally cost-effective (particularly when recognizing the worldwide operations), a breach in cloud-stored data is a dangerous issue. For the reason of this significance, there is great deal of need for protection and safety monument of corporate information and database based solutions (Fairchild, 2012; Thite, Kavanagh, & Johnson, 2012; Pirakatheeswari, 2009). . The Future of HRIS: Emerging Trends in HRM and IT Nowadays, competitive benefit is foundational upon the successful application of knowledge at the business and corporate level. Managing people, as one of the main and fundamental HRM functions, has widened to comprise organization organizational potentials, associations, learning and knowledge. These utilities comprise four generic areas, for example Relationships, Roles, Learning focus and Strategic focus. These regions are diverse from every of the economy purposes similar to transitional, traditional and knowledge (Thite, Kavanagh, & Johnson, 2012; Pirakatheeswari, 2009). In addition, for the assessment of possible future of the HRIS, this section presents future trends in HRM & IT. Stating in other words, here I will assess “what are the foreseeable IT advancement that will impact on HRM & HRIS”. In case of assessment of future of the HRIS, I have assessed that new technology based systems are crafting more enhanced and creative business strategies. These strategies transform the business and offer a great deal of support and capability for enhanced corporate policy development and application. The new HRIS also offers enhanced capability and performance regarding more concentration on creating social networks based business HR platform. The new HRIS technology based approach is developing social networks for staff personal communication, sharing and operational management. The new technology based HRIS are also shifting approach regarding business management approaches for HR management and operational handling. Here management is encompassing more and much better approaches and operational aspects to manage HR in a much better way. The HRIS are also enabling companies to go global. Now companies are also able to hire and recruit people all through the world by means of more enhanced technology based approaches. This adds value to business and corporate operations (Thite, Kavanagh, & Johnson, 2012; Pirakatheeswari, 2009). Conclusion A Human Resource Information System (HRIS) is used to manage the human resource related operations of an organization. In this scenario, different organizations implement and use different systems to deal with their HR related functions. The development of a HRM system involves the consideration of a wide variety of aspects. This paper had discussed some of the important aspects that should be kept in mind while developing an information system for the human resource management. This research has offered a comprehensive analysis of Human Resource Information Systems. Here I have assessed a number of areas and aspects of the Human Resource Information Systems design, development and application. In this scenario I have discussed systems considerations in the HRIS design, change management, recruitment and selection in an internet context, information security and privacy in HRIS recruitment and selection in an internet context and future of HRIS. References Bedell, M. D., Canniff, M., & Wyrick, C. (2012). Systems Considerations in the Design of an HRIS. Retrieved April 08, 2012, from http://www.sagepub.com/upm-data/25451_Ch3.pdf Dresser & Associates, Inc. (2012). What is a Human Resources Information System (HRIS)? Retrieved April 10, 2012, from http://www.dresserassociates.com/what-is-hris.php Fairchild, M. (2012). The Top 5 HRIS Mistakes and How to Avoid Them. Retrieved April 10, 2012, from http://www.hrlab.com/hris-mistakes.php HRINZ. (2012). Brief Overview Of HRIS. Retrieved April 10, 2012, from http://www.hrinz.org.nz/Site/Resources/Knowledge_Base/A-H/Brief_Overview_of_HRIS_.aspx HRIS Solutions. (2005). HRIS Solutions Web Site Privacy Statement. Retrieved April 11, 2012, from http://www.hrissolutions.net/privacystatement/privacystatement.html Lamb, P. (2011). Online benefit enrollment, HRMS, HRIS. Retrieved April 06, 2012, from http://blog.infinity-ss.com/bid/64427/Online-benefit-enrollment-HRMS-HRIS Lenox Advisors. (2011). Benefit Administration & HRIS. Retrieved April 08, 2012, from http://www.lenoxadvisors.com/benefit-administration Pirakatheeswari, P. (2009, June 19). EMERGING ISSUES IN HRM. Retrieved April 10, 2012, from http://www.articlesbase.com/human-resources-articles/emerging-issues-in-hrm-981633.html Singh, T. A. (2012). Change Management in Hris. Retrieved April 10, 2012, from http://www.scribd.com/thakur_singh_3/d/42721932-Change-Management-in-Hris Stair, R. M., & Reynolds, G. W. (2003). Principles of Information Systems, Sixth Edition. Toronto : Thomson Learning, Inc. Thite, M., Kavanagh, M. J., & Johnson, R. D. (2012). Chapter 1 Evolution of Human Resource Management and HRIS. Retrieved April 10, 2012, from http://www.sagepub.com/upm-data/41671_1.pdf Read More