Human Resource Management - HRIS system

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HUMAN RESOURCE MANAGEMENT
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Table of Contents
1. Introduction............................................................................................................................2
2. Discussion..............................................................................................................................2
2.1. List of Different Functions of HR department................................................................2
2.2. Description of HRIS project team...................................................................................3
2.3. Data dictionary for Employee Function..........................................................................4
2.4. List of Reports.................................................................................................................8
2.5. Security Requirements....................................................................................................8
2.6. Hardware Requirements..................................................................................................9
2.7. Other systems connected to HRIS.................................................................................10
2.8. Vendor feature matrix...................................................................................................11
3. Conclusion............................................................................................................................12
4. Bibliography.........................................................................................................................13

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1. Introduction
HRIS system is the system which is used to collect also store the data on the
employees of organization. It is the software or the online solution which is used for data
tracking, data entry also data information requirements of the human resources management
of any organization, operations of bookkeeping and the payroll. Generally it is offered as the
database. The efficient HRIS system can provide many things such as administration of all
the data of staff, report also evaluate the data of the staff, and company related records and
many more. The department of the human resource has several dissimilar functions. There
are many posts that are present in the HRIS project team by which the team is developed. In
the HRIS system, there are many reports present by which all the data are stored for the
future requirement such as Library reports, Record of Employment (ROE), Training report,
Production reports and many more. For this current report we will familiarize with the need
analysis along with the necessities for developing an effective HRIS. It will contain details
about various functions that are done by the HR department and HRIS project teams and their
involvement proportions. It will also contain need analysis details with data dictionary, report
lists based on category (regular and legislative reports), security requirement, existing as well
as new hardware requirements, various internal and external systems connected to the HRIS,
and in the end a vendor feature matrix of the Human Resource Information System.
2. Discussion
2.1. List of Different Functions of HR department
There are many key functions present in the HR department which are as follows:
i) Ensuring the compliance with laws of labour.
ii) Recruitment and training.

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iii) Keeping the record and tax compliance.
iv) Maintain the relations of Employer and Employee.
v) Plans of improvement of employee performance
vi) Payroll also benefits.
vii) Health and the safety.
2.2. Description of HRIS project team
Role in Project Level of involvement
HRIS Project Manager The head of the project describes the vision
also mission in the project. Project manager
is responsible to make the decision in the
project to ensure success in this project.
Senior HR Manager The head of the recruitment team of the
project who ensure the features which are
included in the system of HRIS, according
to the requirements of the organization and
the business. They are also involved in the
process of making decisions for the project.
Accountant Hold the finance department who is
involved in analyzing the features of the
budget which are also included in the HRIS
system. The reason is to capable of tracking
the revenues also the expenses of the
organization. They are not a participant in

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the process of decision making.
Software vendor The organization can select the perfect
software vendor who can deliver the
required software equipment to this
organization.
Hardware vendor The organization can select the perfect
hardware vendor who can deliver the
required hardware equipment to this
organization.
Legal Counsel The legal counsel represents the
organization in legal disputes. They advise
the executives and all the Board of Directors
about the legal issues that are related to the
business activities such as contracts,
government regulations, taxes and many
more, of the organization.
Table 1: HRIS Project Team
(Source: Created by author)
2.3. Data dictionary for Employee Function
Function Field Definition
Employee E_id 5 characters
Alpha-numeric
F_Name 15 characters
Alpha
Hyphens
L_Name 15 characters
Alpha
Hyphens
E_Mail 20 characters

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Alpha-numeric
P_Number 12 characters
Numeric
Hire_Date Date
D_id 5 characters
Alpha-numeric
P_id 5 characters
Alpha-numeric
Table 2: Data Dictioanry (Employee)
(Source: Created by author)
Function Field Definition
Department D_id 5 characters
Alpha-numeric
D_name 15 characters
Alpha
Location_id 5 characters
Alpha-numeric
Table 3: Data Dictioanry (Department)
(Source: Created by author)
Function Field Definition
Location Location_id 5 characters
Alpha-numeric
Country_name 15 characters
Alpha
City 15 characters
Alpha
State 15 characters
Alpha
Street 20 characters
Alpha-numeric
Postal_Code 6 characters
Alpha-numeric
Table 4: Data Dictioanry (Location)
(Source: Created by author)

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Function Field Definition
Salary Administration Sa_id 5 characters
Alpha-numeric
Sa_Name 30 characters
Alpha
Hyphens
Sa_Pay 10 digits
3 decimal
$, £, ¥
Sa_PayPeriod 1 character
Alpha
Sa_Compa-
Ratio 4 digits, %
Sa_Job_id 8 characters
Alpha-numeric
Hyphen
Table 5: Data Dictioanry (Salary Administration)
(Source: Created by author)
Function Field Definition
Payroll P_id 5 characters
Alpha-numeric
P_name 10 characters
Alpha-numeric
P_basic 10 digits
3 decimal
$, £, ¥
P_commision 10 digits
3 decimal
$, £, ¥
Table 6: Data Dictioanry (Payroll)
(Source: Created by author)

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Function Field Definition
Succession Planning Sp_id 5 characters
Alpha-numeric
Sp_Name 30 characters
Alpha
Hyphens
Sp_Type 30 characters
Alpha
Hyphens
Sp_Planning_Dat
e Date
Table 7: Data Dictioanry (Succession Planning)
(Source: Created by author)
Function Field Definition
Job Evaluation Je_id 5 characters
Alpha-numeric
E_id 5 characters
Alpha-numeric
Evaluation_details 25 characters
Alpha-numeric
Table 8: Data Dictioanry (Job Evaluation)
(Source: Created by author)
Function Field Definition
Property Information Pi_id 5 characters
Alpha-numeric
Pi_name 30 characters
Alpha
Hyphens
Location_id 5 characters
Alpha-numeric
Table 9: Data Dictioanry (Property Information)
(Source: Created by author)

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2.4. List of Reports
To implement new HRIS system, the information will gather and stored for the future
reference. For this reports are need to be created. There are two type of reports are present,
one is regular report and another is legislative report.
Regular Report Legislative Report
Library reports Record of Employment (ROE)
Custom reports T-Slip
Production reports Training report
Project Feasibility Report Data Security Report
Documentation Report Data Access Report
Table 10: Reports list
(Source: Created by author)
2.5. Security Requirements
Every employee has different stages of access to the data or information stored in the
system. It is done so that system will not breach and the information cannot leak by any
wrong person. The below list showed the departments present in this system and level of
security and the users of this.
Departments Level of Security Users
Human Resource Record Level Vice President of HR
Function Level Staff
Finance Record Level Senior Accountants
Function Level Junior Accountants
IT/MIS Function Level Technician
Action Level

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Field Level
Sales/Production Gateway Level Employees
Action Level
Table 11: Security Requirements
(Source: Created by author)
2.6. Hardware Requirements
The existing hardware requirements for the HRIS system are as follows:
Position Computers Printer Scanner
HRM Manager ✓
Salary Administrator
Benefits Administrator ✓
Secretary ✓ ✓
Assistant
Staffing Specialist
TMS Specialist
T & D Co-Ordinator
Table12: Existing Hardware Requirements
(Source: Created by author)
The new hardware requirements for the HRIS system are as follows:
Position Computers Printer Scanner

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HRM Manager ✓ ✓
Salary Administrator ✓ ✓
Benefits Administrator ✓ ✓
Secretary ✓ ✓
Assistant ✓ ✓
Staffing Specialist ✓ ✓
TMS Specialist ✓
T & D Co-Ordinator ✓ ✓ ✓
Table 13: New Hardware Requirements
(Source: Created by author)
2.7. Other systems connected to HRIS
After implementing the new HRIS system, there are some systems added to the
respective member which are as follows:
Internal External
Payroll Payroll Vendor
Benefits Benefits Carriers
Claims Management Government Agencies
Time Management
T&D
Finance (General Ledger)
Production
Marketing IS

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Intranet/Internet
Table 14: Other Systems
(Source: Created by author)
2.8. Vendor feature matrix
Feature Vista Zenefits Software Perform
Training 4 3 3
Time Collection 5 5 2
Benefit Open Enrolment 3 3 4
Multi Language 4 2 3
Multi-Currency 5 2 5
Performance Management 5 4 4
Attendance 3 2 4
Payroll 4 3 4
Email Alerts 5 3 2
Employee Self Service 3 1 2
Table 15: Vendor Feature Matrix
(Source: Created by author)
3. Conclusion
From the above report it can be concluded that by the above discussed process a new
HRIS system can be developed. The HRIS project team has several post such as Project

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Manager, HR Manager, Marketing Expert, Accountant, Sales Expert and IT Expert. By these
persons, the HRIS project team can be developed. The regular and legislative reports are used
to store all the important data of the HRIS system. To make the HRIS system, there are many
hardware and software requirements which are discussed in the above report. Also there is a
data dictionary for the employee function. In this report, the requirements of the hardware
and software are described which are essential for the development of the HRIS system. Also
there is described a vendor feature matrix and show the features present in the vendors which
are Vista, Zenefits Software and Perform. All the explained topics are required to develop a
HRIS system. Also the different types of functions present in the Human Resource
Department or the HR Department are discussed in the above report.

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4. Bibliography
Armstrong, M. and Taylor, S., 2020. Armstrong's handbook of human resource management
practice. Kogan Page Publishers.
Armstrong, S. and Mitchell, B., 2019. The essential HR handbook: A quick and handy
resource for any manager or HR professional. Red Wheel/Weiser.
Cohen, E., 2017. CSR for HR: A necessary partnership for advancing responsible business
practices. Routledge.
DeCenzo, D.A., Robbins, S.P., and Verhulst, S.L., 2016. Fundamentals of human resource
management. John Wiley & Sons.
Grugulis, I., 2016. A very short, fairly interesting and reasonably cheap book about human
resource management. Sage.
Mitchell, B. and Gamlem, C., 2017. The big book of HR. Red Wheel/Weiser.
Moore, L.F. and Jennings, P.D. eds., 2017. Human resource management on the Pacific Rim:
Institutions, practices, and attitudes (Vol. 60). Walter de Gruyter GmbH & Co KG.
Stewart, G.L. and Brown, K.G., 2019. Human resource management. John Wiley & Sons.