The Role Of Hris In Human Resource Management Functions

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THE ROLE OF HRIS IN HUMAN RESOURCE MANAGEMENT FUNCTIONS

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The Role of HRIS in Human Resource Management Functions

The evolution of information technology has triggered organizations to deploy

information systems in various functions. Human resource management is one of the functions in

which management information system are extensively used. The system used in this department

is referred to as Human Resource Information System (HRIS), which regards to the integrated

system involved in gathering, storing, and analyzing information on human capital in an

organization (Mukherjee, Bhattacharyya, & Bera 2014). It comprises databases, computer

hardware, and software used in collecting, recording, storing, managing, and manipulating

human resource data. For this reasons, HRIS is a major component in the department due to the

role it plays in facilitating planning, recruitment, organization, training, and other human

resource functions. In particular, HRIS is essential in payroll management, record handling,

recruitment, and training of workers.

Payroll management is one of the most important functions in human resource

management because it influences the aspects related to compensation of employees. The payroll

takes into account the conditions and company policies as well as labor laws and regulations.

Therefore, human resource managers have to incorporate a large number of issues in payroll

preparation (Rocha et al. 2015; Kavanagh, Thite, & Johnson 2014). For example, they need to

consider factors such as leave holidays, lateness hours, overtime worked, job group, allowances,

and basic pay in the determining the compensation due to each employee on a monthly basis.

Besides, the interests of third parties including health insurance schemes, pension schemes, and

taxes are also incorporated in the process (Boateng 2007). In other words, the function is

considerably complicated due to many components as well as a large number of employees,

particularly among the large-scale organizations. HRIS is applied inputting, storing, and

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analyzing data on every employee and other applicable labor information to facilitate

computation of compensation packages of all workers. Otherwise, the payroll function would

require much time and may be faced with possible errors in case the manual system is in use.

Employee record handling is another important HR function in which HRIS plays an

essential role. The function is concerned with maintaining records of each staff member. The

personal details including gender, residence, nationality, age, qualification, and experience are

captured in employee files (Al-Shibly 2011). Further, individual records such as offer letter,

appointment letter, and relieve notice from the previous employer are captured in the files. The

documents should be well management and properly matched with individual employees and

corresponding working dates. HRIS facilitates the function through the applications such as

document generation and management (Kamran et al. 2012). In addition, in an organization

characterized by a higher number of employees, HRIS assist in reducing the cost and time spent

on employee record handling.

Furthermore, HRIS eases the process of hiring new employees in a company.

Recruitment is a critical function upon which new employees are hired to fill job positions left

vacant due to employee reassignment, attrition, and retirement as well as filling newly created

positions to support the expansion of the operations. The undertaking should bring in individuals

with quality skills, expertise, and attributes required in the positions they are to be deployed. The

process starts with job evaluation to identify the vacancies and outlines the job descriptions

before the search for the individuals is undertaken. In this regard, HRIS is used to capture the

organizational structure with the functions, tasks, and duties as well as providing areas in need of

additional employees (Karikari, Boateng, & Ocansey 2015). The information management

system is, therefore, used in the development of job description and advertisements to be made to

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attract the potential employees. The HRIS is used in capturing information such as application

letter and resume, the shortlisted candidates, the markings by the interview panel, selection

criteria, and the individuals selected. In other words, HRIS is used in making the recruitment

function more systematic and objective than when using the manually backed process.

What is more, HRIS improves effectiveness of employee training. The training function

is a significant undertaking in human resource management involved in enhancing the quality of

employees serving in an organization. Through training, an organization imparts new knowledge

and skills to the existing staff. Therefore, the process assists in employee development while

reducing the need to replace the workforce from time to time. To facilitate employee training,

HRIS is used in capturing the changes in business operations in which new or improved skills

and expertise are required. Besides, the system further helps in the identification of functions and

jobs to be affected, as well as respective employees (Lawler & Boudreau 2012). As a result, the

HR department is able to prepare relevant training and seek the support of the operations and

finance departments to support the training. In other words, HRIS enable evidence-based and

systematic training of the employees in an organization.

In overall, HRIS can assist in facilitating systematic and cost-effective operations in

human resource departments. Human resource management departments in organizations are

involved with a high number of functions concerning the management of human capital. For this

reason, HRIS can be an effective system to improve efficiency and effectiveness of some of

these functions, especially payroll management, employee training, record keeping, and

administration of the recruitment process. Organizations are, therefore, encouraged to invest in

the new technology to enhance their human resource functions.

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References List

Al-Shibly, H 2011, ‘Human resources information systems success assessment: an integrative

model,’ Australian Journal of Basic and Applied Sciences, vol. 5, no. 5, pp.157-169.

Boateng, AA, 2007, The role of human resource information systems (HRIS) in strategic human

resource management (SHRM). Master’s thesis, Accounting Swedish School of

Economics and Business Administration.

Kamran, N, Saber, S, Hameidreza, H & Behrooz, S 2012, ‘The role of information technology in

human resource management function,’ Journal of Basic Applied Science Research, vol.

2, no. 6, pp.5447-5451.

Karikari, AF, Boateng, PA & Ocansey, EO 2015, ‘The role of human resource information

system in the process of manpower activities,’ American Journal of Industrial and

Business Management, vol. 5, no.6, pp.424-431.

Kavanagh, MJ, Thite, M & Johnson, R 2014, Human resource information systems: basics,

applications, and future directions, SAGE Publications, Thousand Oaks, CA.

Lawler, EE, & Boudreau, JW 2012, Effective human resource management: A global analysis,

Stanford University Press, Stanford, CA.

Mukherjee, AN, Bhattacharyya, S & Bera, R 2014, ‘Role of information technology in human

resource management of SME: a study on the use of applicant tracking system,’ IBMRD's

Journal of Management & Research, vol. 3, no. 1, pp.1-22.

Rocha, A, Correia, AM, Costanzo, S & Reis, LP 2015, New contributions in information systems

and technologies: volume 1, Springer, Cham.

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