Human Resource Information Systems - Essay Example

Student’s Name: Instructor’s Name: Course Code & Name: Date of Submission: HUMAN RESOURCE DATABASE MANAGEMENT SYSTEM A human resource database management system (HR DBMS) is an organized and managed information system that provides a centralized location and view of data and information that a human resource manager or group of managers can use to make informed decisions when executing their duties (Fayech, 2012). The database management system is used in human resource processes which include recruiting and selection, training and development, career planning, performance review, payroll management and occupational health and safety. An organization experiencing fast grow needs an integrative and effective database management system to meet the needs and demands of the dynamic environment. This will enable the organization to obtain the best employees in the market, and also be in a position to evaluate the skills and performance of the current employees against their occupational requirements. A successful and credible human resource database management system should have the basic and suitable functionalities integrated in it that make it meet the organization’s informational needs. The human resource management database should ensure that no redundancy of information occurs. This is enhanced by having a centralized storage for the organizations data. This leads to reduction of costs that can be incurred by having data kept in different storage locations, increasing efficient utilization of resources. Similarly no anomalies can occur in the case of concurrent access to the data base. With data stored once in one storage location, data security is enhanced as access to the data is controlled and monitored. Similarly, data accuracy is improved as no mistakes are done in having to capture the same data separately. This feature of HR database is necessary in recruitment and selection. For example, the HR can avoid the mistake of selecting an employee for two different position, or detecting fraudulent applicants The database system should design in such a manner that data can easily be shared within the organization. Since the human resource department is a part of the larger organization, it should be interdependent and integrated with the other departments such as the finance, sales and marketing departments. This is because all the departments should work together towards achieving the overall objectives of the organization. Data integrity is a functionality that is very important as it ensures that a particular type of data in one department is the same as that in another department. This improves consistency of data and minimizes errors that could be tremendous to the organization if they occurred. In recruitment and selection, it is important to have job adverts availed to potential applicants containing the same information and details. This ensures transparency in the recruitment process and hence preventing fraudulent activities from occurring. Otherwise, some HR practitioners might take the opportunity to show some favoritism to some preferred persons by giving them more friendly terms. In using a HR data base, same information is dispensed from central location and is free of bias (Fayech, 2012). Human resource data base should ensure that data is protected from access to unauthorized persons whether within or outside the organization. This helps to avoid manipulation of data to benefit of a few individuals or cause the organization massive losses. If not secured, the data base can be tampered with, whether intentionally or not. For example in recruitment and selection, the personal information and documents that job applicants upload or sent to the database system needs to be protected from access to strangers who can tamper with it. Similarly, the applicants have the right for protection of their private information and details to be protected from unauthorized exposure. The database management system for the human resource process should enhance data accuracy. This is enabled by the availability of verification feature of the data entered at a column level by application of constraints. It should allow the end user to enter valid data with ease to avoid errors. Code tables need to be established for common data and edits and constraints enabled at the application interfaces to supplement those ones at database. In recruitment and selection job applicants and recruiters should be able to access and view information in a HR database without delays and systems breakdown. Communication between the administrators and employees should be enhanced simultaneously during training and development of the former, being enhanced by an effective database (Werner, 2014). The HR database should be user friendly to those who have access to it. It should be tailored to the organizational needs so that it can achieve the desired objectives. To enhance this functionality the user need to be involved in the design and implementation stages of the database system. In using a HR database in employee training and development, online learning portals should be designed and developed in such a way that the employees can access the modules easily and conveniently (Alexander, 2003). In recruitment and selection, job applicants should be able upload their credentials, access assessment tests and receive the feedback on time. The case organization chosen for illustration in this essay is Qantas Airline in Australia. Qantas is the largest airline company in Australia and is making effort to ensure that it has the most modern fleet to meet the demands of the international market. The Qantas Group has committed capital worth seventeen billion US Dollars to purchase the next generation aircraft which is more fuel efficient. Such aircraft include Airbus A380, Boeing 787 Dreamliner and Airbus A320 Neo. For Qantas Airline to achieve its modernization strategy, the company has to develop an efficient human resource management database system that will enable it to recruit and select competent employees and run training programs for current employees. This will induce the required skills on the employees so that they can operate the fleet effectively and efficiently. Currently, Qantas has an integrated human resource information system that it uses to execute its managerial process. It has a recruitment portal through which vacancies are advertised. It is accessible through the company’s main website. Though it, job seekers can search for specific jobs, such as pilots. It also provides a platform for graduates to apply for training programs. This graduate trainee program is very important as it enables the company to get fresh energetic graduates who inject new ideas and processes to the company making it cut a competitive edge in the market. The platform gives job seekers an opportunity to feed their details and upload their credentials and testimonials to the system even if there are no vacancies available, so that that they may be considered in future for recruitment if vacancies fall. To focus on, pilots are the most crucial employees of an airline company since they are the backbone of such an organization (Adler and Mantin, n.d.). Hence, Qantas has to develop a database management system to enhance the recruitment of new pilots to operate the additional aircrafts. The modern world is characterized by online recruiting which is deemed to be cost efficient and less time consuming. Qantas can thereby advertise the vacancies for pilots through an online recruiting database portal. It can use data warehousing and data mining to source for best human resources in the market. This will make it easy for human resource managers to identify the potential applicants and gauge them against the set qualifications of the job of modern pilots. The pilots who are currently working with Qantas need to undergo training and development programs to keep them at pace with the current job requirements. They need to know how to work with the new aircraft and also obtain the skills and knowledge emerging in the industry. Since the airline company is advancing so fast internationally, it is the role of human resource management department to develop an integrative data base management system to facilitate the learning. It should be as user friendly as possible so that the pilots can learn through the modules developed conveniently. It should provide an online interactive platform for the pilots and administrators to enhance effective two way communication. This will minimize the time required for training and also save on operational costs. Information technology is very important in development and implementation of a human resource database management system. It refers to the components that implement information systems, such as hardware – physical tools: computer and network hardware, and low-tech things like pens and paper. An organization must adopt the modern technology for successful implementation of the database system so that it can meet the business pressures and response to the dynamically changing environment. The emergence of computers and the internet marked the dawn of a technologically advanced environment for business and transformed they way organizations manage their human resources (Romaine, 2014) . It has facilitated the replacement of the traditional paperwork with electronic gadgets such as desktop computers, laptops and mobile phones. Information technology enables an organization to store data and information about its structure and employees. This facilitates data warehousing and data mining which are important database tools that can be used in recruitment and selection, training and capacity development of employees. Information technology has made it efficient and cost-effective for organizations to perform these important processes. Information technology has also improved the speed access of information from data warehouses through data mining, facilitated by the internet and also portable electronic devices like smartphones. Technology has made it easier for organizations to collect information and communicate well with employees. In conclusion, it can be said that human resource is the most important asset that every organization should focus on acquiring and retaining. It is part of the organizations strategic functions and its management can lead increased profitability of the organization alongside the achievement of other objectives. Human resource database management systems is an useful tool that is employed to successfully perform the HR functions of recruiting and selecting, training and development, performance evaluation and employee health and safety. It enables the organization to track all the important information and establishing human resource reporting relationships within the organization. According to (Al Shehri, 2013), a good human resource database management system must therefore have some functionality integrated in it so that the set objectives can be achieved. Such characteristics include being user friendly, reducing data redundancy, increased user views and ensuring data integrity and security. Information technology is very important as it provides the medium through which the database system can be implemented REFERENCES Fayech, I. (2012). Towards a Flexible Database Interrogation. IJDMS, 4(3), pp.21-33. Frauenheim, E. (2006). SAP’s technology test subject (human resource management systems). Human Resource Management International Digest, 14(6). Zafar, H. (2013). Human resource information systems: Information security concerns for organizations. Human Resource Management Review, 23(1), pp.105-113. Manroop, L., Singh, P. and Ezzedeen, S. (2014). Human Resource Systems and Ethical Climates: A Resource-Based Perspective. Human Resource Management, 53(5), pp.795-816. Mattson, M., Torbiörn, I. and Hellgren, J. (2014). Effects of staff bonus systems on safety behaviors. Human Resource Management Review, 24(1), pp.17-30. Romaine, J. (2014). 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