1-eHR+Introduction

The goal of this section of the course is for us to understand the role of Human Resource Information Systems (HRIS) within the HR function. I am creating the basic outline for this topic as a guide for how you will go about creating and editing pages

=HR Review & HRIS Overview = This page contains a basic overview of Human Resources and an Introduction to Human Resource Information Systems

HR is involved with the policies, practices, and systems that influence employees’ behavior, attitudes, and performance at work. The objective of Human Resources is to maximize the return on investment from the organization's human capital and minimize financial risk. It is the responsibility of human resource managers to conduct these activities in an effective, legal, fair, and consistent manner.

__**Tasks & Functions of Human Resources**__

 * ======HR is involved in Job Analysis which defines what the job is and what skills are needed to perform in this job.======
 * ======They determine Labor Needs which consists of how many employees the company needs for each job type, etc.======
 * ======They recruit applicants based on the applicant’s knowledge skills and abilities (KSAs).======
 * ======HR is involved with the orientation of the new employees and welcomes them into the company.======
 * ======HR is also involved in Training & Development of the employees which consists of updating employee knowledge, skills, and behaviors.======
 * ======Compensation & Benefits where they Develop Salary & Wage Systems and Reward Employees through pay increases, incentives, and benefits.======
 * ======Performance Management is another function of HR where they evaluate employee activities and output to ensure they match employee goals.======
 * ======Health, Safety & Security Issues where the duty of HR is to ensure the physical and mental health of employees.======
 * ======HR is also involved in Employee Relations where they manage the relationships between employees and between managers & Employees.======

Human Resource Information Systems
__**Defined**__ HRIS is a system that is used to acquire, store, manipulate, analyze, retrieve, and distribute pertinent human resources information. HRIS includes business policies and procedures, hardware, software, forms, data, and the people who use them. HRIS provides information on anything the company needs to track and analyze about employees, former employees, and applicants. Organizations can select a Human Resources Information System and customize it to meet their needs. With an appropriate HRIS, HR staff enables employees to do their own benefits updates and address changes, thus freeing HR staff for more strategic functions.

__**Computerization?**__ HRIS processes may or may not be computerized. If HR is not using computerized systems they have to do their job the old fashion way with pen and paper and keep all the information in hard copies in big file cabinets. This system is not very efficient and can be time consuming because if you work for a big organization which keeps record of everything you going to spend some time trying to find the file you need to work on. This process makes you also less productive because you are spending time trying to find documents when you could have spent the time doing actual work.

With the computerized systems, HR can do their job more easily and in less time. For instance if HR makes a mistake when entering data they can simply delete it and type the correct info but if HR makes a mistake with the non computerized method they have to start from the beginning which is time consuming and also expensive. Advancements in technology have made the Web a large part of the way HR handles documents.

 __**Motivations for Adopting an HRIS**__
 * HRIS is a Streamline Processes and companies that use this system see efficiency improvements which translates to Increased Productivity.
 * Another reason for companies to adopt HRIS is that they are “Informate” by providing better measurement and documentation and by supplying relevant data to managers which use that data to make better decisions.
 * HRIS makes HR More “Strategic” by allowing them to spend more time in the upper “transformational” area of the triangle which permits for more time improving HR.

__**HRIS Interactions with Broader Environment**__ HRIS interacts and is interdependent with many environments such as; human resource practices, business environment, internal information systems, external information systems, and strategic management processes. All these different environments rely on HRIS to provide the software or online solution that the company needs for the data entry, data tracking, and data information on payroll, management, and accounting functions within a business. Companies usually select a Human Resources Information System and customize it to meet their specific needs.  __**History of HRIS**__ 1940’s – 1950s: First Computerized Payroll Systems Introduced. HR seen as Expense Only. 1960’s – 1970s: Increased governmental legislation and monitoring. Large organizations begin developing small systems to track basic HR data. Computing Still Too Expensive for Most Organizations. 1980s – 1990s: Increased awareness of the importance of better information in managing the workforce. Continuing Legal and Governmental Regulations. Introduction of Personal Computer. Increase in Computing Power and Reduction in Cost.
 * Today:** Strategic Value of HR better appreciated. A myriad of HRIS options for companies to use like large scale enterprise wide systems, small stand alone PC applications, and systems focusing on single or multiple HR Functions. With today's technology HR has web based systems and self-service modules. Is estimated that HR spends between $15 - $51 Billion annually for HRIS and outsourcing strategies.

__**Comparing old systems to new systems**__ Early systems were inflexible, difficult to maintain, the mainframes were like islands of technology, and "batch processing" took a long time. Employees had a limited number of programs they could use to do their jobs. The programs they used were primitive to today's standards and they took a long time to load up and and make changes to a document. They also were not available to employees outside the office which meant that the employees couldn't take the work at home. Now emerging systems are flexible, mobile, web-deployed, integrated with organizational systems and employees are able to take advantage of a self-service work environment. With today's technology employees can take and access their work from the comfort of their homes. This makes both the employees and employer happy because the employee can catch up on work or work overtime and the employer is happy because the employees continue to work after their regular 8 hours.



__**Types of HRIS**__ There are three types of HRIS. 1) **Manual Systems.** (Although this system is manual it still a HRIS system because HRIS can be computerized or not.) – Hand kept filed forms and reports – Small organizations (10 employees or less) 2) **Functional Systems** – Focus on one specific functional area of HR – Large number of vendors and options – Software often targeted toward different size organizations 3) **Integrated Systems** – Focus on a wide variety of HR functions – Very few large players (Oracle/PeopleSoft, SAP, Lawson)

__**How does an organization get an HRIS?**__
 * 1) An organization can get an HRIS by self-developing the system. The system can be simple for small companies (25-150) and complex and customized for large organizations.
 * 2) Another way is to purchase the software. An organization can purchase single or multiple modules and also integrated HR modules.
 * 3) An organization can also get a HRIS system by outsourcing its process which is becoming more frequent with the development of technology. Outsourcing consists of someone else outside the organization that has the software and runs it for you. Two examples of this method are Advanced Data Processing (ADP) for payroll and Hewitt for Benefits (now integrated outsourcer).

__**HR Functional Modules**__ Human Resource includes a variety of modules, like Planning & Forecasting, Job Evaluation, Job Analyses, Applicant Tracking Recruiting, Selection, Employee Information, Benefits Administration, EEO/AA Compliance, Training, Performance Mgt, Compensation, Incentive Mgt, Succession Planning. HR needs to consider all these modules when deciding what the organization needs and whether to use independent contractors or hire employees to fill these needs. Usually small companies have to carry out these HR modules themselves because they can't afford part -time or full-time help but some organizations like it this way because this situation allows them total control.

__**Key Suppliers of HRIS**__ Some of the key suppliers of HRIS are [|ORACLE], [|SAP], [|LAWSON], [|CERIDIAN], [|EMPAGIO], and [|ADP] These vendors supply HR with software which can do all common HR tasks such as tracking vacation, track attendance and performance review, view salary and job history online, and record incidents and accidents. These powerful programs support multiple users over multiple sites. Employees can also benefit from them because they allow the employees for self service so they can keep track of their sick and vacation time, compensation, benefits, evaluations, training, and much more.  __**Has HRIS technology changed HR? How?**__ HRIS technology has changed the way people work. Because of HRIS, much of the growth in HR spending is on technology. HRIS technology has made possible for a smaller staff (estimated 1/3 reduction in staff) because with the help of technology a smaller staff can do the work of a larger staff faster and better because technology makes it easier to keep track of the paperwork and allows the employees to multitask. HRIS technology has increased employees self esteem and self reliance because now they can have automatic feedback for their performance and don't have to wait for their superiors to confirm their work. This in turn translates in intrinsic motivation which means that now employees like to perform better for their own sake rather than for the purpose of acquiring material or social rewards. HRIS technology has also made it possible for HR to become more strategic and increase work options like telecommuting and virtual teams. This allows for an organization to have diversified employees from different regions of the world which can be beneficial because now organizations can compete worldwide. HRIS technology has made also possible for organizations to save on HR by outsourcing some of its of functions like payroll and benefits to other companies specialized in this field.

Walker Introduction
The introduction of the Web into daily HR practices has opened up multiple opportunities for those businesses who are still using standard equipment for involving their staff and employees in day to day operations. " Managers and employees can now directly access information and make on-the-spot decisions about employment, development, and pay, without involving the HR function" (pg XIII). This is a huge alter in the HR structure. Taking part in these new technologies gives companies a competitive advantage above those not involved. This new structure can provide support to line businesses, reduce certain costs and implement interactive services for their customers. As a result we can see more productive work forces and the use of powerful new tools for learning and education.
 * Main Theme:**

**Web Based HR:**  With this model comes important changes in the HR positions;"key HR staffs within the business groups and the corporate and regional offices work in class contact with senior management to help ensure that HR plans, programs, and the delivery of services are aligned with the overall business objectives (XXV)."
 * Web based HR uses technology as a portal with a "set of applications that provide its users a single gateway to customized and personalized information" (XIV)
 * Companies can use Web Based HR as training resources which could create a more exciting and interactive atmosphere for learning.
 * Employee self service enables employees and managers to directly access information for decision making and to make updates to their date from their workstations or at home.
 * This portal is a way for separate computer based systems to connect in a single suite of integrated applications and modules.
 * " A program that is streamlined, tailored and packaged to meet the specific needs of each employee." (XX)
 * HR Postions & Web Based HR**
 * Knowledge based specialists- build and maintain the needed policies, practices, and procedures to support the initiatives in an appropriate manner
 * Overall HR information Manager- establish and maintain the subject matter for all date elements
 * Service Center technologist- will deal with supplying date to the shared services unit and handling case management systems
 * Portal Communication specialist- build and maintain the portal and websites, and will create and transmit to the various groups and important HR staff.
 * Enterprise Data mining and date mart experts- build and support needed templates and information sets of HR
 * Field systems analyst- define the needed local and regional HR data needs to support the users
 * E-engineering analyst- consulting capability to integrate and streamline work processes that maximize both cost savings and the power of technology through the web.
 * A quality control and measurements capability

Walker Chapter 1
Chapter one talks about how HR technology must accomplish several objectives to be considered successful. First it has to create a strategic alignment which provides the user with the means to support the goals of the business. Second, HR technology must be business intelligent and provide the user with relevant information and data, answer questions, and inspire new insights and learning. Finally, HR technology must be efficient and effective and must change the work performed by the HR personnel by dramatically improving their level of service, allowing more time for work of higher value, and reducing their costs. All three of these objectives need to be achieved for an HR technology to work properly. Despite millions of dollars of investment in Enterprise Resource Planning (ERP) projects, establishment of HR service centers, outsourcing, new HRIS applications and the internet it takes a lot of time planning the perfect strategy for your companies system. These new technological introductions have dramatically changed the way Human Resources deals with every day projects.
 * Main Theme**

<span style="color: rgb(219, 6, 6)">**Keys to Successful Implementation**
 * Strategic Alignment- help users in a way that supports the goals of the business
 * Business Intelligence- must provide the user with relevant information and data, answer questions, and inspire new insights and learning
 * Efficiency and Effectiveness- must change the work performed by the Human Resources personnel by dramatically improving their level of service, allowing for higher value work, and reducing costs



<span style="color: rgb(246, 4, 4)">**Typical Problems in Implementation**

Most companies are realizing that by intelligently utilizing a set of Web-based programs and service center technologies within HR, guided by a well thought out HR strategic technology plan by good project management, the goals can be reached if not surpassed in many cases.
 * To accomplish the goals that have been set for HR technology projects, dramatic changes have to be made in the work that HR performs. The savings and efficiency objectives as we know by now cannot be achieved by merely downsizing and cutting the HR head count because the work still remains. Companies need to re engineer and streamline their activities with technology, not just add this new technology on top of old processes.
 * Outsourcing is another problem in implementation. Some companies have successfully outsourced the 401K but this hasn't helped alot. More of the HR can be outsourced but if not done properly, the result will be a lack of coordination of function and facilities overrun with vendors all using out of date and incomplete data.
 * According to survey data for HR staff is needed more today to manage the HR business than was needed from the early 1990s. Most of the work that HR does on a day to day basis such as staffing, employee relations, compensation, training, employee development, and benefits, unfortunately remains relatively untouched and unimproved from a delivery standpoint. New technologies are the answer to achieve and sustain real improvement in HR work.

<span style="color: rgb(210, 15, 33)">**Key Technologies**
 * //Portals//- a set of applications that provides users with a single gateway to customized and personalized information
 * //Self-Service-// applications allowing employees, staff and line workers, the ability to view and participate in the companies programs and actions. Such activities as; making changes and additions to their own benefit programs, participating in annual benefit enrollment, selecting training programs and developing new plans and more, are all options that employees are now open to.
 * //I////nteractive Voice Response-// allowing some changes to be made over the phone, has a lower cost, and is sometimes easier to use. However this action can be limited to simple transactions
 * //Service Centers-//
 * //HR Databases-// the primary transaction processor, editor, record keeper, and functional application system which lies at the heard of all computerized HR work. These databases maintain employee, organizational, and HR plan date sufficient to support most, if not all, of the HR functions.
 * //Data Marts-// large collections of information, usually stored in relational databases, which then can be accessed by analytical told for business information purposes. A **Data Mart** specifically usually applies to information that might be from a single source.

**Benefits of Employee Self Service** **Activities** <span style="color: rgb(255, 0, 0)">
 * Single HR Strategy vs. Comprehensive Strategy**

Using this strategy, a company would choose one of the major systems vendors, and that vendor would supply most if not all of the applications the HR function would need. However this strategy was too simplified and did not suite all companies. A common set of HR processes within the organization would not fit all types of businesses, certain modifications using time and money would be needed in order to make changes to the businesses model in order to fit a particular system. Additionally, the introduction of the Internet, HR service centers, and strong multi capability outsources showed the need for an overall strategic plan for the development and deployment of technology to assist in management of HR.
 * Single HR Strategy:**

HR needed to introduce a strategy that would allow the organization as a whole the ability to act on a global basis and still have the capability and sensitivity to respond to local issues and needs. This strategy should use advanced work design principles such as service centers, and employ technology to save money and deliver high-quality service. Its key objective, however, should be to bring the HR staff closer to their customers and ensure alignment of all HR programs with the business requirements and goals.
 * Comprehensive Strategy-**