BSBHRM502 Diploma: HRIS Implementation and User Understanding

This assignment focuses on Human Resource Information Systems (HRIS) within the context of the BSBHRM502 Diploma of Human Resource Management. It covers various aspects including monitoring, measuring, and evaluation techniques for HRM functions, procurement procedures including technical briefs, different types of HRIS and their capabilities/limitations, and organizational protocols for managing HRIS. The assignment also delves into the importance of understanding HRIS processes for users, communication processes within HRIS, and the information needs of HRIS users. It includes practical application through creating a visual representation of HRIS procurement procedures and summarizing the necessity for users to understand and manage HRIS effectively.

ASSESSMENT COVER SHEET
Student name:
Assessor name: Reema Mirchandani
Date of assessment / evidence: 16 January 2017 – 08 February 2017
Venue:
251 PITT STREET, MANNING BLDG, HAYMARKET,
SYDNEY, NSW
Qualification title: BSB50615 Diploma of Human Resource Management
Unit(s) of competency assessed: BSBHRM502 Human Resource Information Systems
Instructions to the student: To complete this unit’s assessment, you are required to answer all
questions in this booklet and demonstrate specific tasks and skills.
Assessment Due Date: 19 February 2017
Task 1 – Knowledge Questions □ Satisfactory □ Not Satisfactory □ Not Completed
Task 2 – Application Questions □ Satisfactory □ Not Satisfactory □ Not Completed
Task 3 – Case Study - Application □ Satisfactory □ Not Satisfactory □ Not Completed
Task 4 – Project □ Satisfactory □ Not Satisfactory □ Not Completed
Task 5 – Case Study - Demonstration □ Satisfactory □ Not Satisfactory □ Not Completed
Task 6 – Class Observation / Quizzes □ Satisfactory □ Not Satisfactory □ Not Completed
Instructions to the assessor To complete this unit’s assessment, the student is required to
answer all questions in this booklet and demonstrate specific tasks
and skills.
Once the booklet is completed, you are to make the assessment
decision. Please refer to the marking guidelines when making this
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decision.
Context of Assessment
Assessment tasks will be completed in the College, including the
computer lab, using provided software and documentation.
Assessment outcome:
(please tick to indicate)
 Competent  Not Yet Competent
Is re-assessment required?  Yes  No
Date of re-assessment
(if applicable)
Date declared competent:
(if different to date of assessment)
Student:
 The assessment process, including assessment information, competency requirements, student rights
and appeals were clearly explained.
 I have been provided with feedback on my assessment and agree/disagree (delete what is not
applicable) with the assessment result.
Student signature:
Date:
Assessor:
 The assessment process, including assessment information, competency requirements, student
rights and appeals were clearly explained.
 The assessment was valid, reliable, flexible and fair.
 I have provided the student with feedback on their assessment.
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 I certify this assessment record is accurate.
Assessor signature:
Date:
Comments:
*Please see Moodle for feedback on assessment(s)*
Assessment - Submission Guidelines
All work must demonstrate a satisfactory standard of literacy (i.e. standard spelling and correct
grammar).
All assessment tasks must be submitted via Moodle Submission Link by due date i.e., two weeks after
the receipt of assessment task details.
Students are advised that extensions beyond the due date must be negotiated with the relevant
facilitator in advance.
Marked assessments will be returned with written feedback comments in the Moodle website within
one week of receipt of the assessment tasks.
Resubmitted assessments must include the original corrected submission.
Students are required to keep a soft copy of all work submitted.
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Task 1 - Theory: Short Answer Questions
1. Describe monitoring, measuring and evaluation techniques for a range of human resource
management functions.
Monitoring is the analysing of the information collected from a project or function
that is ongoing. Measuring is considered as to ascertain the value of the undertaken project or
function ongoing and lastly evaluation is the process of periodically or retrospective
assessment of any organization or any function to make the necessary improvements. In any
organization, monitoring, measuring and evaluation techniques are important for the
undertaking human resource management functions (Joseph 2015).
2. Outline procurement procedures, including preparation of a technical brief.
Human resource management information system is a need to every organization in
order to manage the efficiency of the human resource department of the organization. This
HRIS system collects the data to get accurate information about career development,
employee relations and support, organizational development recruitment and workforce
planning then after collecting information, it is necessary to identify the needs so that it can
be communicated to the implementing staff and stakeholders. The communication process
should be properly built to get appropriate feedbacks. After the collecting the feedback and
making the necessary changes to plan which is to be implemented.
3. List the various types of HRIS available and their respective capabilities and limitations.
The various types of HRIS are:
 Operational HRIS: it helps the user with all the required data and supportive routine
and in the decision making off the human resource. These forms of HRIS usually
consist of the information’s related to the organization’s employees and their position
and about governmental regulations along with performance management systems.
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 Tactical HRIS: this system provides managers with decisions of allocation of
resources. These also include recruitment process, job analysis, training and
development and compensation plans.
 Strategic HRIS: This system focuses on the supporting labour negotiations, planning
on the workforce and specialized software for human resources. It measures the value
of the project or function quantitatively and qualitatively.
 Comprehensive HRIS: this system has its importance resulting from computerization
of HRIS which integrates employee files, position, skills and other resource file in an
organized manner using database management software.
4. Summarise key organizational protocols and processes applicable to managing HRIS
Every HRIS needs a HR process re-engineering to get managed by the organization.
Determining unique features and identifying the workflow process to the personnel in charge
of the project or function along with senior management and stakeholders which will form as
the steering group (Caldwell and Ndalamba 2017). The gradual improvements of the HRIS
processes are to be monitored along with the sequential progress of implementation. However
it is important to keep in mind the cost benefit analysis before integrating the security
protocol aspect.
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Task 2 – Knowledge Questions
Describe three monitoring, measuring and evaluation techniques for a range of human resources and
management functions.
1. Formal survey: this is a common method used by the HR in order to observe information,
gather and compare then conclude it after attaining a certain result. It consists of
questionnaire which the employee needs to fill according to their opinion and later on the
basis of their answers the results are decided.
2. Management by Objective: it is a method where the management and employee discuss
the goals that are needed to be achieved. It gives a motivation to the employees and improves
the communication between the employee and the supervisors.
3. 360 degree evaluation: this method is used to measure the performance of the employees
by a view of all the people with whom he interacts (Cascio 2018). For example, peers,
supervisors, clients and subordinates which will give a 360 degree view of the employee.
Identify five things that can be revealed by monitoring a HRIS.
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By monitoring the following can be revealed:
1. The efficiency of the system
2. Data of the HRIS
3. Security status
4. Usage indicators
5. Stakeholder Leadership group
Task 3 – Application Question
Create a visual representation that outlines the procurement procedures of a HRIS. Your representation
should include at least 10 Steps.
Hint: Visual representation might take the form, for example, of a flow chart or a process map.
Image 1: Procedure for Recruitment
Source: (Zhang et al.2017)
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Start Input date of
candidate
Salary breakup
Candidate
accepts
Recruiter selects
the record for offer
generation
Offer letter record
interface ne record
of the candidate
Offer letter
generation process
HR would search the
candidate and upload
the joiner details

ASSESSMENT COVER SHEET
Task 4 – Knowledge Question
Different HRIS systems are made up of different modules and functions. List three various types of
functions of HRIS available and their capabilities and/or limitations.
1. Operational function: a human resource information system functions as a productivity tool
in an HR process. Increased speed of transactions, attendance report, payroll tracking and
time, employee headcount all much accurate as performed with computer software rather
than performed manually. This enables the HR representatives to enjoy increase productivity
and accomplish more when manual process take less time.
2. Managerial function: an HRIS function acts as a managerial information system in order to
gather and provide data about staffing, turnover, benefits and other issues. Providing reports
on number of employees cost to hire, vacant positions, benefit costs, and other cost such as
raises and bonuses. Adding to it, presenting of compensation, recruiting and accidents all can
be provided with the help of HRIS function.
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3. Office automation function: An HRIS function allows designing employee management
documents as like applications and job requisitions, shared resources and schedule and track
employee training and recognition. HR reports can be use to share information to the people
in real time need. It frees the time required by the staff to do the above activities manually
and work on more planning for the corporate goals.
Task 5 – Knowledge Question
Summarise why it is necessary for users to understand the process applicable to using and managing
HRIS. How can this be achieved? (1 Page)
Initially the organizations or the users of HRIS must understand and recognize the
need and the view that HR has changed from being traditional to being technological
dependant to increase its efficiency (Rao and Dhillon 2017). Most importantly, that the
perspective of operating must be global because it is the result of the transforming world
where each countries are becoming independent. Users must always with small when
selecting for softwares. Each HRIS system has its own unique and new strategic initiative. An
HRIS system has various of its benefits and along with there are many technology functions
performed by it which needs proper use and maintenance and customization in its way to
achieving the company goal (Franco et al. 2016). An HRIS system affects the company
workplace and its workforce by involving them to compete for performance appraisal and
promoting better communication and workflow within the organization.
HRIS practitioners need technology that will help the work to move smoothly with
emerging trends, coaching is a way which is very useful and training the managers while in
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the employee development stage, rewriting the policies to identify the issues of the
employees and then with severe required changes and meeting the expectations will help to
achieve the goals. In some cases, to assist the implementation and get professional assistance
is necessary for the initials (Kavanagh and Johnson 2017).
Task 6 – Project
There are 3 parts to this project
Part 1 (250-350 Words)
Choose an organisation you are familiar with or contact the relevant people in an organisation and
outline:
What the information needs of users of a HRIS are
HRI users can be split into two groups namely the employees and the non employees.
Each user will need different information (Masum et al. 2018). The employee users consist
of managers, analyst and technician while the non employee users are potential, suppliers and
business partners. The information about people such as skills, knowledge and abilities then
information about the organization such as job positions, job design, compensation,
organizational structure and documentations of legal records and labour employee relations.
Then lastly the data created for interaction like individual job history and performance
appraisals.
What the communication processes of users are
In an HRIS system, communication becomes important because it is a crucial part for
any of the group or function to operate smoothly. At first it will be easy to segment the
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groups of different individuals. It will enable to identify and target the audiences and making
effective to figure out the relevant of each group. Then setting clear objectives will allow
indicating the HRIS strategy. Then reviewing the medium of the channels which will enable
to know the maximum reach and enagegment of the rate of the interest through a particular
channel. There can be many channels used to communicate one of which is flow diagrams
and system design (Pandey, Singh and Pathak 2016). The use of most accurate information
type will lead to the establishment of successful HRIS communication.
Task 6 – Part 2
Locate two Australian Suppliers of HRIS software, products or applications. Use information
from the Suppliers website, product literature and brochures or contact the suppliers to
complete the table. Answers should be brief and to the point.
Product Information Supplier 1 Supplier 2
What is the
supplier’s name
Zoho People Employment hero
What is the
supplier’s web
address
https://www.zoho.com/people/
features.html
https://
employmenthero.com/
Where is the
supplier located
Australia Australia
What is the
supplier’s contact
Australia :[phone] Phone: [phone]
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number
What functions does
the supplier product
offer?
Briefly describe each
function.
The supplier offers, CRM software
which help to store customer
information like the details of the
customer’s name, addresses and
numbers.
Accounting software which records and
processes all the accounting
transactions within the functional
activities such as general ledger, trial
balance, accounts receivable, accounts
payable and payroll.
Project management software manages,
estimates and schedules, cost control
and budget management, resource
allocation, decision making or
administration systems.
Help desk software is a function in
accompany that solves the customer
grievances.
A payroll system is
software designed to
organize the task of
employee payment and
employee taxes.
HR software is a solution
which enables some of the
basic functions such as
maintaining an employee
database and
organizational charts.
Basic employment benefit
programme includes
program for health
insurance, life insurance,
paid and sick leave
programs.
What benefits does
the supplier’s
product provide?
The suppliers provide all in one
business solution for HR.
It provides same as the
other one.
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Does the supplier
offer technical
support? If yes,
briefly describe the
technical support
offered.
Yes the supplier offer technical support
by managing the computers located
anywhere of the remote customers. In
addition, offers best in class IT support
on the cloud and website monitoring
from a global perspective.
No.
Does the supplier
offer training in their
product? If yes,
briefly describe the
training offered.
Yes the supplier offers demo
presentation of the products.
The supplier arranges web
conferencing to give demo
of its products.
How easy is it to
improve or upgrade
the product?
It is easy to upgrade the product as the
necessary assistance is given by the
supplier itself.
Similar to the other.
What security
features does the
product have?
The mobile app of the ZOHO people
offers IP restrictions to control the
allowance of the employees to clock in.
The product does not
disclose any information
and provides proper
security of the data.
Can the product be
customised? If yes,
briefly describe
customisation
options.
Yes the product can be customised
according to the users need.
The product gives its
customers to customize its
system.
What quality
assurance standards
doe the supplier
offer?
It provides basic and supreme quality as
per the pricing.
Similar.
What
warranties/guarantee As per the pricing its warranty period As per month and
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s does the supplier
offer?
exist for one year. employee it exists.
Does the supplier
provide
references/testimoni
als from past clients?
If yes, summaries
the content of the
references/testimoni
als.
No.
Yes, one of its past user
says by using its purchase
power she saved $95000
on her mortgage.
How long does the
product take to
install/implement?
The installation can be done on the
mobile or ios.
Same.
How much does the
product
There are different packages with each
offering. Starting from $9 to $199 with
yearly purchase plans.
It’s pricing starts from $5
per employee each month
to $8 per employee per
month.
Task 6 – Part 3 (350-750 Words)
Using the information gathered, write a report outlining:
The advantages and disadvantages of each supplier’s product
Briefly describe how you would
Implement, monitor and review the performance of the HRIS
Report
Introduction
The product of both supplier claims to provide with all in one solution for the HR
department of an organization. Both the suppliers are situated in Australia. The first supplier
named Zoho people and the other supplier named Employment Hero.
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Advantages and Disadvantages
Zoho People
The supplier offers CRM software helps to store all the information of the customers
and manage them at one place in a database but any how it brings a risk of getting the stored
data hacked, project management software, help desk software and accounting software
increases the performance of the processes saving the time but also increasing the
implementation price and to support the package purchase of yearly maintenance is required.
Employment Hero
The supplier offers payroll software is advantageous to the users as it makes it easier
for the user to perform the function accurately and consuming less time but on the other hand,
there are chances of error and in addition it requires trained staff to operate (Wilson et al.
2016). Basic employer benefit and HR software are too useful tools for the user provided by
the supplier but it adds to the cost of hiring a new technology specialist who would maintain
this functions.
Performance of the HRIS
It is important to measure the performance of an HRIS to keep a track on the
efficiency and effectiveness of the investment made on the HRIS (Al-Dmour, Love and Al-
Debei 2015). Monitoring and evaluation on a continuous basis is a vital process to review the
function in order to improve and obtain better results. Initially selecting software which is
easy to implement will help the company to reach the objective. To monitor a help desk will
be supportive in an internal level of the user’s computer system. By obtaining reports on
software and hardware performance will help the user to get accurate information. To review
the performance there are many tools available such as self evaluating and monitoring tools
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which help to measure the performance of the employees or the functions of the HRIS. In this
case, training should be provided to the managers and departmental heads which will enable
exactly how to review the performance of the software. In the manner other results on the
basis of the staff satisfaction level.
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Reference
Al-Dmour, R.H., Love, S. and Al-Debei, M.M., 2015. Measuring the effectiveness of HRIS
practice in business organisations: a study in the context of a developing
country. International Journal of Business Innovation and Research, 9(5), pp.507-525.
Caldwell, C. and Ndalamba, K.K., 2017. Human Resource Professionals as Strategic Leaders
—A Behavioral Opportunity for Improving Information Management. The Journal of Values-
Based Leadership, 10(1), p.4.
Cascio, W., 2018. Managing human resources. McGraw-Hill Education.
Franco, M., Tursunbayeva, A., Bunduchi, R. and Pagliari, C., 2016. Do we expect too much
from new technologies? A comparison of Expected versus Realized Benefits for a national
Human Resource Information System (HRIS). In 6th International e-HRM Conference, From
digital to smart human resource management. (pp. 239-261). University of Twente.
Joseph, R.M., 2015. Ethics in Human Resource Measurement and Reporting. Ethical
Competence inHR Management Practice,, South African Board for People Practices, pp.285-
293.
Kavanagh, M.J. and Johnson, R.D. eds., 2017. Human resource information systems: Basics,
applications, and future directions. Sage Publications.
Masum, A.K., Beh, L.S., Azad, A.K. and Hoque, K., 2018. Intelligent Human Resource
Information System (i-HRIS): A Holistic Decision Support Framework for HR
Excellence. International Arab journal of Information Technology, 15(1), pp.121-130.
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Pandey, P., Singh, S. and Pathak, P., 2016, March. Achieving retention through human
resource information system: Developing a framework. In Recent Advances in Information
Technology (RAIT), 2016 3rd International Conference on (pp. 700-704). IEEE.
Rao, M. and Dhillon, M., 2017. HRIS: An evolution with HR functions. International Journal
of Research in Finance and Marketing, 7(6), pp.98-100.
Wilson, R.L., Anderson, R.J., Bartram, G.R., Patel, S.J. and Liu, T.S.K., ADP LLC,
2016. Payroll data entry and management. U.S. Patent 9,442,628.
Zhang, W., Ma, G.G., Liao, Y., Marshall, C. and Zhu, P., Brilent, Inc., 2017. System for
recruitment. U.S. Patent Application 15/224,354.
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