HRIS in K&S Corporation

This report analyzes the utilization of Human Resource Information Systems (HRIS) in the recruitment and payroll functions of K&S Corporation, an Australian transport company. It begins by defining HRIS and its key components, then examines how organizations generally leverage HRIS for recruitment (applicant identification, personnel analysis, candidate selection, online interviews, data storage) and payroll (time and attendance tracking, tax and deduction calculations, paycheck generation, report production). The report then focuses on K&S Corporation, detailing its history, size, and HR strategies. It explores K&S's specific use of HRIS in recruitment (application intake, candidate induction) and payroll (hours tracking, tax calculations, paycheck generation). Finally, it identifies future opportunities for K&S to further integrate HRIS functions, such as automated salary deposits, tax report generation, and comprehensive payroll reporting. The report concludes that HRIS significantly improves efficiency and accuracy in HR functions, and K&S's adoption of these systems demonstrates a commitment to modern HR practices.

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Introduction
Human resource management information system (HRIS) refers to integrated information system
by use of a human resource software to effectively manage employees and internal affairs of the
human resource department (Al-Azzam, 2015). The HRIS system improves efficiency, collects
information, and facilitates work flow in the human resource management department. The HRIS
system is involved in the following functions in the human resource management department;
reporting, performance management, time & attendance, workflow& communication, benefit
management, demographics & compensation and applicant tracking. A comprehensive HRIS
system contain the following components; database, time & labour management, payroll
function, benefits, employee interface and recruitment and retention. These components enable
the centralization and ease management of employees’ data.
The following report analyses two HRIS system functions that are payroll and recruitment a case
study of K&S Corporation human resource department in Australia. The report will involve
study of how HRIS systems are used in payroll and recruitment functions in organizations and
how K&S Corporation are utilizing it in the human resource department. The discussion will
focus on truck drivers as employees of K&S Company.
Company Information
Kain and Shelton (K&S) was started in 1945. The company specializes in providing transport
services of cargo around Australia and New Zealand. The company started by supporting
Victorian and Mt Gambier based business. The company has expanded in the past 60years to
serve customers around Australia and New Zealand. K&S Corporation is a public traded
company listed in Australian stock exchange. K& S had revenue of AU$ 688.8 million in for
2015-2016 financial yr (Ksgroup.com.au, 2017). The company has the following subsidiaries;
DTM, Regal Heavy, Scott Corp, Aero Refuellers, K&S Bulk, K&S NZ, K&S Freighters. The
company has a total of 2221 employees. The company also has 4050 vehicles and trailers.
The K&S has dedicated human resource management department that attracts and retains
employees. The K& S HR department has a competitive strategy that is based on continuous
improvements through training and development. The HR department is also committed to
excellent employees’ facilities, safety, and compensating competitive wages.

Uses HRIS by organization
Organizations utilize HRIS to improve reliability, accessibility, and accuracy in the human
resource department. The following section contains a review of how organizations are utilizing
HRIS in payroll functions and recruitment functions in the HR department.
Utilization of HRIS in recruiting function
Poutanen and Puhakka (2010) stated that online recruiting was being adopted by companies as a
primary method by the human resource department to get potential people to apply for positions
in the organization. He also recorded that online recruitment enabled organization to reach more
potential candidates, was cheaper and most effective to acquire best talents in the labour market.
Organizations use HRIS in the HR department in the recruitment function in the following way;
First, organizations are using HRIT systems to identify potential applicants. The organizations
use online requiting system to attract potential candidates (Hussain, Wallace and Cornelius,
2007). These candidates fill their details on the recruitment forms available online. The HR
department then use the data filled by applicants to identify potential candidates who are
available in the labour market. This function of the recruiting system saves the HR department
resources that would otherwise would be used to scout for potential candidates in labour market.
Secondly, the HRIS system enables the HR department to analyze personnel. The recruiting
system enable the depart sort, analyze, and evaluate personnel in terms of education
qualifications and experience. Candidates fill their data and the system automatically analyses
the data the HR department to make informed decisions. The online recruitment system is able to
arrange candidates’ in order of their education level, years of experience, and gender (Zafar,
2013).
Thirdly, organizations utilize HRIS system in the selection of potential candidates. The HR
department is able to select the desirable candidates from the applications submitted online. The
selection involves picking the most appropriate in the process hiring. The selection of
appropriate candidates enables the HR department through a recruiting system is reliable, fast
and more accurate than face to face selection.

Organizations also use HRIS systems in the recruiting function to conduct interviews. Potential
candidates requested to take job tests or aptitude tests online in the process of applying for a
vacancy (Flamholtz, 2009). The recruiting system assesses the candidate abilities and accept
application if the candidates meets the minimum score. Interviews online are convenient to
candidates who are far from the company premises. Online interviews also save resources and
time for the HR department that could otherwise be used to hire a recruiting firm to conduct
interview.
Lastly, organizations are using HRIS system in the recruiting function to capture and store
employees’ data. The recruiting system stores the candidates’ curriculum vitae and career
objectives. This information is important to the HR department when promoting or appraising an
employee.
Utilization of HRIS systems in Payrolls Function in Organizations
Organizations are using HRIS system in the HR department in the payroll function in the
following ways;
First, the organizations are using HRIS system in the payroll function to calculate an employee
time and attendance. The HRIS system payroll function is utilized by organizations to check the
hours that an employee has worked within a specified period of time (Chen, 2014). This enables
the organization to gather important information about employment of the human resource in the
production department.
Secondly, organizations use the HRIS payroll function to calculate deductions and taxes. The
payroll function in the HRIS system is able to arithmetically calculate deductions and taxes in
the employee’s salary. This function enhances accuracy about the transactions undertaken in
arriving to net salary of an employee. The payroll function is also able to produce employees’ tax
reports that are requirements by the government.
Thirdly, organizations are using HRIS system in the payroll function to generate pay cheques.
The payroll function in the HRIS system is automated and is able to generate employees’ pay
cheques timely an accurately (Buzkan, 2016). The automation also allows the HR department to
automatically deposit salary to employees’ respective accounts from the system.

Lastly, organizations utilize the HRIS system payroll function to produce payroll reports. The
payroll reports are important to the management of the organization for making informed
decisions.
How K&S is utilizing HRIS systems
K&S Corporation has integrated information system in the HR department to enable execution of
the HR functions in the organization. The following are way through which K&S is using
technology in the HR department to manage truck drivers;
Recruitment
K&S use the HRIS systems in the recruitment function to take applications and induce potential
employees. The company HR depart dispatches recruitment application form that potential
employee use to express their interest in working as a driver. The forms are then assessed by the
HR department who then call qualifying candidates for interviews. Secondly, K&S uses the
integrated human resource information system to induce drivers before taking their roles in the
company. The truck drivers are oriented on issues concerning their safety in the company,
government regulations, company policies, and the employees’ right.
Future opportunities in the K&S HRIS recruitment function;
 Selecting appropriate candidates
 Analyzing and evaluating candidates
Payroll functions
The K&S HR department uses the payroll function of the HRIS system to check hours worked,
calculate taxes, and generate pay cheques. The HR department payroll system shows how many
hours a truck driver has worked in a day and in a month that is used to calculate salary and other
allowances. The HR department also uses the payroll function to calculate deducting relating to
individual employees regards banks loans, retirement benefits, insurance covers and taxes. The
payroll system also is used to produce drivers pay cheques that are used for depositing salaries in
their bank accounts.
Future opportunities in K&S HRIS payroll function;

 Automatic deposit of salaries to drivers accounts.
 Generating tax reports
 Producing payroll reports.
Conclusion
HRIS systems have been highly adopted by organizations to assist in different human resource
functions. The HRIS system enables organizations to capture, analyze, and use data of
employees to make informed decisions. HRIS recruitment function has changed how companies
attract, select, and appoint potential employees to be absorbed in the company workforce.
Organizations are able reach more potential candidates and select appropriate employees for their
company. This has increased the ability of organizations to acquire highly qualified employees.
HRIS payroll function has also enhanced accuracy and reduced time spent in calculating and
generating payrolls. K&S HR department has adopted some of the recruitment and payroll HRIS
functions that has improved accuracy, accessibility and reduced amount of resources usage in
executing HR functions. The Company has future opportunities in the HRIS system that can
enable more integration of the HR functions in the organization.

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