HRM 722: Final Assessment on HRIS Implementation for Captiville

This report analyzes the implementation of a Human Resource Information System (HRIS) at Captiville, a financial firm. It identifies three key customer groups for the HRIS: managers, technicians, and clerical staff, detailing the specific data needs of each group to support their respective roles. The report also outlines the essential individuals to include in the HRIS project team, such as representatives from IT, finance, and HR departments, as well as external consultants. Furthermore, the report discusses three crucial areas of HR functions and processes that require recording and tracking during HRMS design planning: talent acquisition, benefits administration, and performance management. Within each area, the report highlights specific processes such as job description creation, benefits customization, and performance tracing, emphasizing their importance for the successful integration and operation of the HRMS. The report emphasizes the significance of data sharing, strategic alignment, and process simplification to enhance Captiville's efficiency and achieve its strategic goals through HRIS implementation.

Running Head: HRM 722 Final Assessments
HRM 722 FINAL ASSESSMENTS

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HRM 722 Final Assessments
Table of Contents
Introduction................................................................................................................................3
1. Three different customers of HRIS........................................................................................3
2. Important individuals to be included within the project team................................................5
3. Three areas of HR functions and processes required to be recorded and tracked during
HRMS design planning..............................................................................................................6
Conclusion..................................................................................................................................9
Reference list............................................................................................................................10

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Introduction
HRIS or Human resource information system is generally a software or online
solution used for data entry and tracking, which meets different needs of HR. This system
helps to perform different functions such as HR planning, recruiting, training and
compensation management. This system can help to integrate different functions of Captiville
and help to gain a competitive advantage. In this assignment discussion of different users of
this system is done. Moreover, a critical evaluation of the project team is also done in this
study. Besides, a brief discussion about different HR areas is done that can facilitate the
planning of HRMS design.
1. Three different customers of HRIS
Different stakeholders Captville can use HRIS for performing different tasks. However,
different types of data are required for different kinds of users. Three customers of HRIS
include managers, technicians, and clerical staff. Explanation of these customers and required
data respectively are discussed below,
● Managers
Directors, presidents, chief executive officers and managers of different departments of
organizations including Captville may use HRIS to manage data of the workforce. Data
related to hiring, staff retention, and management of staff performance. As mentioned
by Al-Dmour, Masa'deh & Obeidat (2017), HRIS is used for managing and manipulating
these kinds of information from organizations by managers. On the other hand, managers can
put these kinds of information into the HRIS to get help in making business decisions that can
support companies to achieve goals and meet business objectives. According to Noutsa,
Kamdjoug & Wamba (2017), there are several other data that are required to manage
employees. For example, managers review information regarding job requisition, the decision
about salary, disciplinary actions, hiring, and enrollment of training programs and promotions

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of each employee to be engaged with changes in their life cycle. It helps to understand the
benefits of employees from their performance and the issues that they are facing within the
organization.
It has been found that Captville is experiencing higher rates of employee retention. It is
important for them to enhance the job satisfaction of employees to get their complete
engagement. Managers can obtain historical information about employees and real-time
reporting from HRIS products of their choice. For example, they can review data regarding
the performance of employees to make decisions about future opportunities for them
(Tursunbayeva, Bunduchi, Franco & Pagliari, 2019). This aspect can assist managers to make
decisions of promotions, rewards, and punishment for employees.
● Technicians
The role of technicians within an organization is to ensure that appropriate HR staff
members are able to access all information that they need. According to Shrivastava (2019),
technicians are responsible to recognize tools that are required for maintaining the flow of
work associated with human resource management. Technicians of Captville need data
regarding business processes, schedules of tasks and target audience for performing their task
of maintaining workflow. For example, if a report of employee performance needs to be
released 4 times in a year; technicians need the data regarding the subject, target audience,
schedule information. After that, they will convert this information with the help of HRIS
products into technical language.
After converting the task into technical language, technicians understand the entire
plan and work accordingly. As a result, the report will be released according to the plan for
the target audience. According to Dociu (2018), technicians maintain advanced technologies
to make it easier for other users to use technologies. For example, technicians use the data of
business processes and update the portal for employees on a regular basis to maintain

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continuous performance growth. On the other hand, if Captville needs to modify their
policies, they need to provide adequate information to the technicians. After converting the
information into technical language with the help of HRIS, technicians make changes to the
policies and make it accessible to all internal stakeholders of the company.
● Clerical staff
Clerical employees are similar to the power users of HRIS as they spend maximum
working hours with HRIS products. As opined by Zafar, Randolph & Martin (2017), clerical
employees must have proper knowledge and skills regarding the appropriate processes on
inputting information into HRIS. They need data regarding salary structure, benefits and
direct deposit information about current and new employees. In Captiville, they put this
information on the HRIS and make sure that the organization is providing salary, benefits and
career opportunities that are entitled to employees. For example, clerical employees ensure
that the mentioned salary for new employees is being released by the company within the
promised time. On the other hand, they review whether the management is promoting
employees based on their performances or not. Sugata Debnath & Bhattacharjee (2019) have
mentioned that clerical staff members are responsible to check regularly whether the
organization is meeting business objectives or not. These basic administrators of Captville
enter data of performed tasks into the system and use HRIS to develop reports regarding the
results of tasks. Additionally, HRIS products help clerical employees to follow up pending
deliveries of service or goods by the company on a regular basis. As they are responsible for
handling data related to the entire business process, they come to know about internal gaps in
making HRM strategies through reviewing results of performances. They convey this aspect
to the management team for helping organizations to improve their performance.
2. Important individuals to be included within the project team

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Captville is dealing with a vast number of internal and external stakeholders and their
information. Due to this reason, it is very important for them to implement the project of
HRIS. According to Turnbull (2014), the selection of team members in terms of
implementing HRIS is one of the difficult tasks for organizations. Several individuals are
there, who may be included within the HRIS team of Captville as assets. According to
Klimoski & Schmitt (1999), individuals who handle vast data every day can be requested to
become a part of this HRIS team. Representatives from the account departments who take
care of purchasing, payroll and finance and representatives from the IT department of
Captville can be included in the HRIS team. They have minimal engagement in regular
projects. On the other hand, a minimum of two people from the HR department of this
company must be included within the team of this project. The manager of departments can
join this team as another internal party. External parties, who may join this team, may include
HRIS consultant, software vendor, legal counsel, and hardware vendor.
3. Three areas of HR functions and processes required to be recorded and tracked
during HRMS design planning
There are different areas of HR functions that are essential to gain the desired
objectives of this firm. In this study, talent acquisition, benefits administration, and
performance management are selected.
In the planning phase of HRMS design different processes need to be tracked and
documented. In the area of talent management, the creation of a job description is an
essential process. The HRMS process must ensure that the job description process can be
created comprehensively for a given profile. Moreover, Qadir & Agrawal (2017) stated that
an HRMS must ensure that every job description must contain core competencies, which are
completely aligned with different organizational goals. The sharing of the job description on
different portals and websites is another essential process, which needs to be considered

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while planning HRMS design. The acquired HRMS needs to allow HR managers to post job
descriptions on company and career websites. This can help job consultants and other
recruitment firms to gain direct access to job descriptions. As opined by Bayraktaroglu,
Kahya, Atay & Ilhan (2019), HRMS allows HR managers to share job listings by publishing
directly from systems' e-recruitment to the company's career page and different leading job
portals. HRMS connect is another process, which can be accomplished by integrating the
talent acquisition system with other modules. This can help to automatically transfer details
of candidates who got selected to the employee database. In this area of the HR function,
status update with an applicant tracking system is another essential process, which needs to
be documented during the planning phase of HRMS. the system needs to track and shortlist
suitable potential candidates through an effective screening process. The system needs to
notify hiring managers regarding the actions that they need to perform for moving a candidate
through a process (Arora & Hanumante, 2017). This can help to minimize the time required
for hiring.
The area of benefits administration is the main reason for many firms to purchase or
design HRIS solutions. Processes that need to be documented and tracked in this area include
customization of benefits administration. Customization of benefits management helps
employers to set up different rules like auto-enroll, benefits tiers and others (Masum, Beh,
Azad & Hoque, 2018). The permission and benefits available can also be customized through
employee job codes. Management of employee self-service and benefits is another process,
which needs to be documented while planning HRMS design. The HRIS needs to link
employee self-service with benefits, which can help employees of Captiville to have
increased control over and access to their personal information. Employees can find out
information such as insurance plans, pension plans, and others without connecting with HR
officials. If a specific life event like marriage or birth of a child happens then employees can

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initiate the changes through the HRIS self-service portal. The imputed changes will then filter
into the benefits administration module and open up new insurance options. Connection to
benefit carriers is another essential process. When benefit administration is carried out
manually, it proves to be a huge task to transfer benefits selection of employees to benefits
carriers. The newly designed HRMS of this firm need to have an electronic data exchange
facility. This facility allows automatic transfer of information about changes in benefits,
benefits enrollments, and cancellations. As stated by Kavanagh & Johnson (2017),
connecting carriers regarding benefits administration through HRMS helps to reduce human
error. Other essential processes that need to be tracked include reporting. The newly designed
system needs to streamline the process of benefits audits. Benefits management can be done
properly by quickly and easily generating and sharing audit reports (Dilu, Gebreslassie &
Kebede, 2017). Maintaining security is another process, which needs to be considered while
designing HRMS. This system needs to allow employees to see data, only those are relevant
to them.
Another essential area of HR is performance management and while designing
HRMS, it is essential to consider some important processes. The performance tracing process
is an essential factor that needs to be considered by the project team of Captiville. The system
must track employee performance from a progressive or snapshot approach. As opined by
Muturi, Kiflemariam & Acosta (2018), saving employee data helps to increase the
availability of information in one place, which makes the journey of performance evaluation
easier. The designed HRMS must be able to spot patterns and see improvements or
opportunities for employee performance. The feedback process is another essential factor that
must be documented while designing the HRMS. The HRIS system needs to be efficient to
gather data about employee performance through effective tracking. This can help managers
of Captiville to provide faster feedback on goal to goal basis. The system needs to open up

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opportunities for employees to provide feedback to other employees. Moreover, they need to
be able to provide feedback about customers and managers of other departments. Tracking
this process and including in the HRMS can help managers gain and review information from
different sources. This can help to increase their efficiency to make decisions about
employees. The most essential process to be documented for planning HRMS design is
performance reviews. This software must be able to track employee achievements, mistakes,
and training performance. The system needs to collect concrete facts and data, which can help
HR managers of this company to provide reviews on employee performance. These processes
are essential to be tracked and documented, which can facilitate the project team to design an
effective HRMS.
Conclusion
From the entire discussion, it can be concluded that different categories of HR data
need to be documented and reviewed properly with the help of HRIS to improve the overall
performance of the company. Captive needs to select appropriate people for the HRIS team
who have prior knowledge and skill of handling this kind of project. All the team members
need to work collaboratively on this project to make it successful.

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Reference list
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