HRM722: HRIS Report on Personnel Research Techniques & HRIS

This report provides a comprehensive overview of a Human Resource Information System (HRIS) project, fulfilling the requirements of an HRM722 assignment. It begins by outlining the core functions of an HR department, emphasizing their importance in effective staff management. The report details the structure of the HRIS project team, assigning roles and responsibilities to key personnel like the HR manager, deputy head, and heads of research, training, staffing, and compensation. A sample data dictionary, created using Excel, illustrates the organization of employee data fields. The report then lists both regular and legislative report requirements, providing insights into the information needed for decision-making and compliance. Security requirements for the department are defined, along with existing and required hardware specifications. It also identifies other systems that might connect to the HRIS. Finally, a vendor feature matrix is presented, comparing essential features for the new HRIS, offering a structured approach to selecting an appropriate system. This report is designed to provide a practical understanding of HRIS implementation and management.

Running head: Personnel Research Techniques & HRIS
Personnel Research Techniques & HRIS
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Content
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PERSONNEL RESEARCH TECHNIQUES & HRIS..............................................................................................3
1.0. INTRODUCTION.......................................................................................................................3
1.0.1. Functions of the Human Resource Department in an Organization.....................................3
2.1. THE HRIS PROJECT TEAM..............................................................................................................5
The head of department:..........................................................................................................................5
Deputy head of human resources department:.........................................................................................5
3a. Head of research and development:...................................................................................................6
3b. The head of training sector:...............................................................................................................6
3c. Head of staffing department:..............................................................................................................7
3d. Head of compensation,......................................................................................................................7
4.0. Data dictionary:....................................................................................................................................8
4.1. Advantages of data Dictionary..........................................................................................................8
4.1.1. The sample data dictionary table 1............................................................................................8
5.0. REPORT REQUIREMENTS...............................................................................................................9
4.1. Introduction......................................................................................................................................9
6.0. Security requirements for HRIS..........................................................................................................11
7.0 Hardware requirements......................................................................................................................12
7.1. Introduction....................................................................................................................................12
7.1.1. Existing hardware....................................................................................................................12
7.1.3. Required hardware requirements...........................................................................................12
8. The other systems that might be connected to the HRIS......................................................................13
6.0. The vendor feature matrix..................................................................................................................14
7.1. References:.........................................................................................................................................15
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PERSONNEL RESEARCH TECHNIQUES & HRIS
1.0. INTRODUCTION
Human resource information system (HRIS), commonly referred to as the human resources
management system (HRMS), is a smart program that contains the employee master information used by
the human resources department for effective human resources management (Noe et al., 2017, Kavanagh &
Johnson, (Eds.) 2017, DeCenzo, Robbins & Verhulst,2016). A typical HRIS host employee personal
information such as; official names, national identification number, the national social security details,
international work permit provisions among others. Human resources managers use the information
contained in the HRIS during recruitment, applicant tracking, punctuality and response rate of the
employees, performance evaluation and benefits management.
1.0.1. Functions of the Human Resource Department in an Organization
The functions of the human resource department in an organization are critical in ensuring that the
firm meets the essential requirements of staff management (Stone et al., 2015, Oldeman et al., 2017). The
following are some of the roles of the human resources department;
a. Acts as the custodian of labor laws in the organization: the department monitors the
operations of the firm to ensure that it complies with the labor laws of the country. In this role, the
department ensures that the company adheres to the employment age-limit policies, conducive work
environment and acceptable working hours with the necessary breaks in place.
b. Plays a major role in recruitment and training decisions; hiring new members of the staff is
the primary role of the human resources department. It begins by identification of the open places in the
organization, advertising the positions, interviewing, hiring and orientating the new staff members (David,
Shukla & Gupta, 2015, Al-Dhahri, Al-Sarti & Aziz, 2017).
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c. Payroll preparation and benefits management; the human resources department prepares
salary accounts and allocates the befits for each employee in the organization. The human resources staff
continually appraises and recommends increment in the remuneration for each staff based on the
assessment reports (Gupta et al., 2019). The human resources department in a firm addresses healthcare
benefits as well as welfare issues.
d. Employer-employee advocate: the human resources department plays a mediating role
between the employee and their employer. According to Bryson (2017), the relationship between the junior
staff and the managers is boosted by a strong operational human resources mangers. Employees are always
encouraged to raise issues affecting them with the human resources department.
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2.1. THE HRIS PROJECT TEAM
Figure 1: Typical structure of the human resources information system department
The head of department:
Steve Michael, who is the human resources manager of the company, will head the project.
Role:
The human resources manager will be involved in the project at its planning face by conducting
research in collaboration with other managers to come up with the best HRIS service providers. He will
continue to offer oversight role throughout the project implementation process (Mokar et al., 2018, Unal &
Tecim, 2018).
Deputy Head of human resources department:
Judy Pires to be in charge of the position
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The human
resources manager
1. Steve Micheal
head of training
sector
3b. Hellen Berisha
head of research
and development
3a. Suzan Blake
head of staffing
department
3c. Jerom Ericksen
head of
compensation,
safety and health
3d. Christin Fernandes
deputy human
resources manager
2. JUdy Pires

Role:
Pires to play the role of a relation personnel. As proposed by Noe et al. (2017), Stone et al. (2015),
Kakar, Raziq and Khan (2017) she will link the junior officers to the top management. Gathers information
from the management and relays it to the heads of the sections within the department.
3a. Head of research and development:
Suzan Blake heads this critical wing of the IS department.
Role:
Implements the policies formulated by the managers. Research and development managers perform
highly rated roles in an organization whose absence may result into collapse of the firm. According to
Johnson, Lukaszewski and Stone (2016), the R&D managers plan and implement new ideas/protocols in
the organization. Besides, they are the officers responsible for actual evaluation and monitoring how the
new programs are implemented.
3b. The head of training sector:
Hellen Berisha to be in charge of the education sector. According to Cho et sl. (2018), the training
sector manager ensures strategic alignment of the departmental goals with the mission of the organization.
Roles:
The training department conducts continuous evaluation of employee performance to ensure
compliance with business needs and recommend strategies for improvement (Lukaszewski, Stone &
Johnson, 2016). Similarly, the department develops and delivers training kits in accordance with the
organizations requirements.
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3c. Head of staffing department:
Jerome Ericksen to head the department.
Roles:
The section advertises vacancies across different media such as job boards and social media
avenues. The head of staffing sector works in coordination with the department manager to source for
qualified employees to fill the needs of the organization..
3d. Head of compensation,
Health and Safety sector. This department whose actions impact directly on the staff is to be headed
by Christin Fernandes.
Roles:
Research by Gupta et al. (2019) showed that this department plays a significant role in minimizing
the expenses associated with worker’s compensation, disability and health care issues. The head of this
department focuses on research into best practices and advises the employees and the employer on the
importance of compliance with the health and safety policies.
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4.0. Data dictionary:
It defines the data objects of the clients accessing the database. It enables the clients to identify the
active buttons that exist in the database and eh individuals with permission to access the information.
4.1. Advantages of data Dictionary
It offers clear information about the database that can be used for proper analysis of employee
profile. Administrators can use it to give more clarification about the human resources information system
operations. Finally, it helps in summarizing the voluminous information contained in the database that is
normally tedious to access.
4.1.1. The sample data dictionary table 1
DATA
DICTIONARY
FIELD NAME DATA TYPE
FIELD SIZE FOR
DISPLAY DESCRIPTION
EMPLOYEE EMPLOYMENT
NUMBER INTEGER 15
ASSIGNED BY THE
ORGANIZATION
EMPLOYEE NATIONAL
IDENTIFICATION NUMBER INTEGER 20
NATIONAL
IDENTIFICATION DETAIL
EMPLOYEE FIRST NAME TEXT 10 NAME OF THE EMPLOYEE
EMPLOYEE LAST NAME TEXT 20 NAME OF THE EMPLOYEE
EMPLOYEE PIN NUMBER INTEGER 15
ISSUED BY THE
GOVERNMENT
EMPLOYEE GENDER TEXT 15 MALE OR FEMALE
EMPLOYEE DATE OF BIRTH INTEGER 10 ACCORDING TO THE ID
EMPLOYEE PHONE NUMBER INTEGER 10 CONTACT INFORMATION
EMPLOYEE ADDRESS INTEGER 10 CONTACT INFORMATION
EMPLOYEE EMPLOYMENT
START DATE INTEGER 10
DATE OF WORK
COMMENCEMENT
EMPLOYEE RELIGION TEXT 5 RELIGION ORIENTATION
EMPLOYEE TERMS OF
ENGAGEMENT TEXT 10
TEMPORARY OR
PERMANENT
EMPLOYEE JOB GROUP TEXT 5 A-Z
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5.0. REPORT REQUIREMENTS
REPORTS FREQUENTLY REQUESTED FROM THE HUMAN RESOURCES INFORMATION SYSTEM
4.1. Introduction
Managers make vital decisions that affect the operations of organization based on the information
obtained from the Human Resources Information System. The information can be used for reviewing
employees’ salaries, review company policies, ascertaining the prevailing salaries of the employees (Ejdys,
2018, Forsgren et al., 2016). The same source can be used to perform calculations such as healthcare cost
per employee, cost per hire, return on training, the cost of turn over, and proceeds from investment in
human capital (Hsu, Yen & Chung, 2015). Some of the reports stored in the human resources information
system include:
Regular/legislative required reports Table 2
No Report Explanation
1. Identification report Report containing basic information, such as; name, address, phone number.
This provides managers with vital information that is critical for administration
processes.
2. Remuneration report Report containing compensation data, such as salary history
3. Monitoring report Report on performance evaluations. Contains information about performance rating
and the methods of appraisal used by the firm, the comments made by the assessors
and performance motives of the organization
4. Attendance report Report on leaves of absence, paid or unpaid. This information can be used by the
institution to compute vacation time, commencement and contract termination
dates, and other activities which impact company operations.
5. Duties and
responsibility report
Reports about the number of jobs held and position titles
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Legislative reports
1. Leave report Report about the number of vacation days taken and number outstanding
2. Development report Report about the types of training taken and skills acquired
3. Security reports Report about log in details and software changes that have taken place
in the company, this report is used to improve information safety as an asset
in an organization.
4. Vacancy reports Report about the procedure of advertising vacancies and conditions for
employment of new staff
5. Compliance reports Outlines the new changes in the company data management system in accordance
with industry requirements. This is used to ascertain whether the company
complies with the legislative and contractual obligations for information
management.
6.0. Security requirements for HRIS
Firms differ in terms of their information needs, accessibility to technology and the ability to
purchase the modern technology. However, they agree on economy of the system, speed of the system as
well as the safety requirements for the system. The following are some of the safety requirements for the
system,
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Top Management level
Restricted access to company information based on need and reliability.
The company identifies the members of staff permitted to work in the
HRIS department and their profiles established with the extent of
permit.
Middle level managers role Enactment of safety policies: This encompasses establishment of
Disciplinary measures that outlines the repercussion for leaking
company information regarding the employees.
Security requirements at the resource and
development level
Continuous updating security information: This is done in order to
keep the system relevant to the advancements in technology and
eliminate the incidences of cyber-attack.
The information technology sector Regulating the persons allowed to access the company software and
Hardware. This goes along with the individuals with permission to
modify or alter the information stored in the company database.
7.0 Hardware requirements
7.1. Introduction
The hardware requirement for the Human Resource information System
7.1.1. Existing hardware
a. An Executive Dashboard
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b. Personal computer: used to design servers for LAN and WAN.
c. Printers: To reproduce the documents upon retrieval from the cloud
d. Mobile devices: Apps are downloaded, installed in these gadgets and used to access online
information from the databases using GPS software
7.1.3. Required hardware requirements
a. Electronic databases
b. Mainstream computers: these are Paper based systems:
c. Servers
8. The other systems that might be connected to the HRIS
The HRIS is made up of several component units commonly referred to as HRIS subsystems
(Hussain, Wallace & Cornelius, 2007). The scholars (Hussain, Wallace & Cornelius) concluded in their
study that a system not only contains software and hardware, but also encompasses people (orgware),
policies, procedures and other information needed for manipulating the HR applications.
. Some of the subsystems include:
1. Employee administration subsystem, Internal
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2. Recruitment subsystem, Internal
3. Time and attendance system, Internal
4. Training and development system, Internal
5. Pension administration system, Internal
6. Employment equity subsystem, External
7. Performance evaluation subsystem, External
8. Compensation and benefits administration
subsystem,
External
9. Organizational management subsystem, External
10. Health and safety subsystem, External
11. Labour relations subsystem, External
12. Payroll interface subsystem External
6.0. The vendor feature
No Feature Description
1 Safety The system offered is secure and guarantees maximum protection of employee
details.
2 Flexibility The system is highly adaptable to changes and can be easily adjusted as per the
requirements of the organization.
3 Durability The system can withstand the technology pressure and remain relevant for a long time.
4 Accessibility The system has user-friendly interface hence can be readily accessible to the clients.
5Economical to install The system requires little amount to install.
6 Simplicity The system is easy to operate and understand by the en-users.
7 Compactness The system occupies a little space due to the small size of the hardware required.
8Availability of spare The system uses readily available hardware that can easily be replaced in case one
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parts breaks down.
9Little energy
consumption
The system has gadgets that operate under minimal energy in form of electricity
and gas.
10Low maintenance cost The system once installed requires little overhead cost to operate.
VENDER COMPARISON MATRIX
Functionality/Usability Threshol
d
Vendo
r
A
Vendo
r
B
Vendo
r
C
Does the system have the ability to
improve the company workflow? 100% 20 5 59
is the system easy to customize 100% 62 58 58
can the system accommodate a
variety of data entry attempts 100% 54 57 54
can the system alert me of any
omission or non-actions 100% 21 52 57
does the system have the option for
multi-tasking 100% 98 12 51
does the system allow only the
authorized people to access the data 100% 52 32 52
How sensitive is the system? 100% 48 45 55
How accurate is the system? 100% 78 65 54
can the system provide immediate
feedback to the end-users? 100% 25 32 56
can the system auto-send
vacancies to the social media
platforms?
100% 13 63 53
Can the system show me trending
of results over time? 100% 65 62 50
Does the system utilize employee
information from all parts of the
database to provide decision support?
100% 49 51 51
Can I access employee literature,
performance appraisal guidelines,
etc.?
100% 56 87 55
7.1. References:
Al-Dhahri, S., Al-Sarti, M., & Aziz, A. A. (2017). Information Security Management System.
International Journal of Computer Applications, 158(7).
Retrieved from: https://www.jobonline.org
Bryson, J. (2017). Effective library and information centre management. Rutledge.
Retrieved from: https://www.theguardian.com
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Cho, M., Bonn, M. A., Susskind, A., & Giunipero, L. (2018). Restaurant dependence/autonomy in
the supply chain and market responsiveness: The moderating roles of information technology adoption and
trust. International Journal of Contemporary Hospitality Management, 30(9), 2945-2964.
Retrieved from: https://books.google.co.ke
David, S., Shukla, S., & Gupta, S. (2015). Barriers in implementing human resource information
system in organization. International Journal of Engineering Research And Management (IJERM), 2(05),
116-119.
Retrieved from: https://www.scholar.google.co.ke
DeCenzo, D. A., Robbins, S. P., & Verhulst, S. L. (2016). Fundamentals of Human Resource
Management, Binder Ready Version. John Wiley & Sons.
Retrieved from: https://books.googlge.com
Ejdys, J. (2018). Building technology trust in ICT application at a University. International Journal
of Emerging Markets, 13(5), 980-997.
Retrieved from: https://www.researchgate.net
Forsgren, N., Durcikova, A., Clay, P. F., & Wang, X. (2016). The integrated user satisfaction
model: Assessing information quality and system quality as second-order constructs in system
administration. Communications of the Association for Information Systems, 38, 803-839.
Retrieved from: https://aisle.aissnet.org
Gupta, M., Pandey, J., Gaur, J., & Vohra, N. (2019). Preface to Research on Role of Technology in
Workforce Management. Australasian Journal of Information Systems, 23.
Retrieved from: https://jestudies.yale.edu
Hsu, P. F., Yen, H. R., & Chung, J. C. (2015). Assessing ERP post-implementation success at the
individual level: Revisiting the role of service quality. Information & Management, 52(8), 925-942.
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Retrieved from: https://books.google.com
Hussain, Z., Wallace, J., & Cornelius, N. E. (2007). The use and impact of human resource
information systems on human resource management professionals. information & Management, 44(1), 74-
89.
Retrieved from: https://www.sciencedirect.com
Johnson, R. D., Lukaszewski, K. M., & Stone, D. L. (2016). Introduction to the special issue on
human resource information systems and human computer interaction. AIS Transactions on Human-
Computer Interaction, 8(4), 149-159.
Retrieved from: https://researchgate.net
Kakar, P., Raziq, A., & Khan, F. (2017). Impact of Human Resource Management Practices on
Employee Retention: A Case of Banking Sector in Quetta Baluchistan. Journal of Management Info, 4(3),
5-11.
Retrieved from: https://www.ccsenet.org
Kavanagh, M. J., & Johnson, R. D. (Eds.). (2017). Human resource information systems: Basics,
applications, and future directions. Sage Publications.
Retrieved from: https://www.bookdepository.com
Lukaszewski, K. M., Stone, D. L., & Johnson, R. D. (2016). Impact of human resource information
system policies on privacy. AIS Transactions on Human-Computer Interaction, 8(2), 58-73.
Retrieved from: https://booksgoogle.co.ke
Mokhtar, W. N. H. W., Shaifuddin, N., Yu, H., Satirah, W., Saman, W. M., & Baba, N. (2018). The
Importance of Measurement and Evaluation Works in Academic Libraries. DEVELOPMENT, 7(3).
https://scholar.google.com.citations
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Noe, R. A., Hollenbeck, J. R., Gerhart, B., & Wright, P. M. (2017). Human resource management:
Gaining a competitive advantage. New York, NY: McGraw-Hill Education.
Retrieved from: https://scholar.google.com
Oldeman, L. R., Hakkeling, R. T. A., & Sombroek, W. G. (2017). World map of the status of
human-induced soil degradation: an explanatory note. International Soil Reference and Information
Centre.
Retrieved from: https://library.wur.nl
Stone, D. L., Deadrick, D. L., Lukaszewski, K. M., & Johnson, R. (2015). The influence of
technology on the future of human resource management. Human Resource Management Review, 25(2),
216-231.
Retrieved from: https://psynet.apa.org
Unal, C., & Tecim, V. (2018). The Use of Biometric Technology for Effective Personnel
Management System in Organization. KnE Social Sciences, 3(10), 221-232.
Retrieved from: https://www.mdpi.com
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