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Human Resource Information System


HumanResource Information System


HumanResource Information system is the plan that provides a link betweenhuman resource or labor and information technology. It helps toautomate the processes of human resource activities. By automating HRprocesses, the company or the organization using such system can planits HR costs and makes proper decisions on human resource activities.The decision made helps the employees in that, they are done withoutany bias and human manipulation and also, the data helps themanagement efficientlyrunning the organizationalongside handling complaints from employees.

Thereare functions or solutions provided by HRIS includes processing andprinting payrolls, automated allocation of roles to workers, checkingthe qualification of a potential employee application and recruitingthe applicant.

Withthe human resource information systems, employees can coordinate in ageneralforum, making them able to exchange ideas, receive announcements fromthe administration, and have a central access to the company’sgoals, objectives and policies. Communication has differentimportance ion the organization. For instance, by exchangingidea in the institution then rumorswill have no room because every step and decision taken by themanagement iscommunicatedto the rest of the staff.

Acompany will, therefore, invest in an HRIS that meets its needs hencefacilitating achievements the organization objectives, goals, andvisions. For the sake of future needs, then the systemmust be flexible to accommodate changing needs of the company.

Thebenefits got from the HRIS makes the firm possess a competitiveadvantage over the other organizations whichare its competitors. Issues such as improper management of labor,biases in management, slowness and complicated decision-makingprocesses are the issues thatwill be solved by theuse of HRIS.

Projectmanagement process

Implementationis the final is the final stage of system development beforemaintenance. The task usually takes time due to complications.During this process, the project developers requireproper planning with the management to ensurethat the system developedprocess is efficient and satisfytheneeds of the client. There are various steps involved during in theproject managementprocess. Among them include:

Identifythe project sponsor

Thesponsor of the project isan executive stakeholder who has a particularinterest in the HRIS project and involved in the entire developmentof the scheme. The holderof this docketparticipates in the project to ensure there is consistency (Wong,Y. K., &ampThite, M. 2012).

Createthe project team

Identifyrelevant skills and knowledge toincorporatedin the successful implementation of the project. Theteam should involve of at least oneleader who will work with the team in the entire process of thesystem development. Also, users of the system are encouraged to takepart in the event.It ensures that employees in the organization, who will be the usersof the system get familiar hence adapt to the system to enable thereis a swift transition. (Wong,Y. K., &ampThite, M. 2012).

Definethe organization’s processes.

Duringthis step, system developers should interact with the staff so asthey can understand their needs and what to incorporate intothe system and what not to involve.

Analyzethe organization’s process

Duringthis phase, the developers meet and scrutinize the informationgathered during the previousstage. The analysis helps them understand further the particularneeds of the organization as recorded during the team process.

Clarifythe aspectsof the project

Inthis phase, there is crosscheckingof the requirement together with the business process. Also, somerequirements have to be prioritized first before others. The aspectsof the project should be simple and easy to understand by otherstakeholders who do not have the knowledge of system development.

Configurethe business objectives to meet the requirements of the system.

Analyzethe goalsof the organization todetermine whether the available standards meet the proposedrequirement for the system and business processes. In a case ofoverestimationof the demand,do propermoderation so that all the needs of the firm arerelated to theoperations.

Editthe system.

Inthis step, necessary adjustment recommended in the previous step areincorporated into the system. Adding changeat this phase can increase the complexity of the system and also haveadverseeffects on the budgeted time and monetary resources.

Gatherclean data

Collectdata and enter it into the newly developed system. How,It is important to consider that the data available to be stored inthe new plan is virus free.If the data isenteredbefore the system isdeployedto full use, attempts such as testing willnotconceptualize. If there is an existing similar system,proper data migration methods should beemployedso that malware cannotmoveinto the new plan.

Fulldeployment of the system.

Inthis stage, the development team or the project manager should makesure that new users aregiven a briefing on howto use the system. Early and proper training of users will reduce therate or errors and entry of unclean data to the system. The systemshould also have usability features like use of standardsymbols and documentation. Itshould be designed in a way thatit favors employees with different abilities.

Evolutionof the system.

Theorganization structure and roles of employees will besubjectedto changes during reshuffling, merger or absorption scenario. Preventing the system from becoming obsolete during such situations,periodic update of the schemewill be done to enhance ultimateperformance.

Coststhat areincludedin the development of this HRIS includedevelopment cost, operational cost, capital investment cost,recurring and non-recurring costs. These valueswould arecalculatedannually. The cost is as estimated in the tables below:

  1. Development cost



Planning Phase


Requirements Phase


Development Phase


Testing Phase


Implementation Phase


  1. Operational cost







COTS (Commercial Software)










  1. Capital investment cost

Willinclude costs like the purchasing communication equipment,acquisitionof a database, software licensing fees,supplies,and transportation.

  1. Non-recurring costs.

Includeexpensesincurred during design, development, installation, disposal andmaintenance. These are incurred once during the system’s lifetime.Other non-recurring costs include research, employees’ training,transfer of data from old the old regimeto the newly developed system and procurement (ManagementAssociation, 2011).

  1. Recurring costs.

Theyareincurredduring the whole lifecycle of HRIS. They include maintenance andrental costs, security updates, traveling costs and salaries(ManagementAssociation, 2011).


Apartfrom the system coming with costs, it has its advantages.They advantagescan either be quantified monetarily or not. The table below gives thesummaryofthese benefits.

Tangible Benefits


These are profits that can be quantified. They include increased profits, saved time and money and a higher rate of production

Intangible Benefits

$ 800000

They cannot be quantified. For example improved decision making, communication, and improved workforce.


Thecentralrole of the human resource management system is to automate the HRprocesses making other procedures such as procurement, communication,coordination and decision making fast and efficient. The success ofthe HRIS will beevaluatedthrough factors like:

Improvementof the workforceof the employees

Thegrowthof the workforcecan isestimatedfrom the ratio of the workers’payment to the profit generated. The profit margin for the yearbefore the system wasimplementedcan also be used in evaluating improved workforce. HRIS willsignificantly improve employees’ workforce ( Strang,K. D., &amp Chan, C. E., 2011).

Thelevel of the staffengagement.

Itcanbeassessedby looking at the percentage of workers who are willing to workovertime, the standardof absenteeism and the employees’ loyalty to the management of theorganization. It will alsoimprovestaffengagement.

Successin recruitment.

Successin finding the best expertise for the vacant positions can isevaluatedby considering the amount of time taken by the system to find expertsforthe extremevacant positions, the level of satisfaction by the management withthe recruits, the rate of turnover of employee hiring and the dollarinfluence of the newly hiredemployees (Strang,K. D., &amp Chan, C. E., 2011).

Theamountof staffretention.

Thepotential metrics to be used in this case includethe overall turnover of the employees, existence of significantincome for low and high performers, the rate of the managementsatisfaction with the staffretention and the dollar impact on employee turnover (Strang,K. D., &amp Chan, C. E., 2011).


ManagementAssociation (Ed.). (2011). GlobalBusiness: Concepts, Methodologies, Tools,and Applications: Concepts, Methodologies, Tools,and Applications.IGI Global.

Strang,K. D., &amp Chan, C. E. (2011). Simulatingthe ebusiness innovation process improvement with virtual teamsacross Europe and Asia.In GlobalBusiness: Concepts, Methodologies, Tools and Applications(pp. 1023-1043). IGI Global.

Wong,Y. K., &ampThite, M. (2012). Information security and privacy inHRIS.