Page 40 - DMGT406_HUMAN_RESOURCE_MANAGEMENT

Unit 2: Human Resource Planning

The Human Resource Information System (HRIS) is a method by which an organization collects, Notes
analyses and reports information about people and jobs. It applies to information needs at
macro and micro levels. HRIS is basically a data base system that offers important information
about employees in a central and accessible location. When such information is needed, the data
can be retrieved and used to facilitate human resource planning decisions.
Need of HRIS

Costly Exercise

Personnel records, when kept manually, do not offer up-to-date information at short notice. It is
difficult to make entries on forms and returns continuously and keep pace with ongoing changes
on a daily basis. The clerical work involved is quite labour-intensive and costly.

Inaccurate

The manual transfer of data from one record to another may increase the chances of errors.
Entries may be made twice, data may be transferred to wrong documents - leading to confusion.

Fragmentation

Information is not available at a central, easily accessible place since records are kept at separate
locations, handled by different persons in different departments.

Difficult to Analyze

The manual analysis of data is time-consuming and quite often not readily available for decision-
making purposes. When the organisation grows in size, the manual systems fail to offer reliable,
accurate data at short notice. (IGNOU study material)

Computerized HRIS is designed to achieve the following objectives:
1. To offer an adequate, comprehensive and ongoing information system about people and
jobs.

2. To supply up-to-date information at a reasonable cost.
3. To offer data security and personal privacy. Data security is a technical problem that can
be dealt with in several ways, including passwords and elaborate codes. In the information
age, personal privacy is both an ethical and moral issue.

Setting up HRIS

HRIS requires consistent support and continued blessings of top management. Employees at
various levels must extend their cooperation fully. The basic purpose of ensuring quality
information should always be kept in mind, otherwise the famous GIGO (garbage in/garbage
out) principle will be in operation at work. An organisation, which wants to set up HRIS, should:

1. Plan: The information needs of an organisation should be spelt out initially. This involves
a detailed study of the activities carried out internally, work patterns and relationships,
constraints affecting the system, etc.
2. Design: At this stage, the system analyst examines the flow of information, identifies gaps
and outlines steps needed to organise the flow of information in an economical and
effective manner.

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