Human Resource Information System - Assignment Example

  2.         COMPULSORY STUDENT DECLARATION   Plagiarism means using another person’s intellectual output and presenting it (without appropriate acknowledgement of the author or source) as one’s own.   Plagiarism constitutes academic misconduct. Where there are reasonable grounds for believing that this has occurred, disciplinary procedures as outlined in the Policy for Academic Honesty and Preventing Plagiarism will be instituted.   PLEASE TICK TO INDICATE THAT YOU HAVE SATISFIED THESE REQUIREMENTS- o      I have read the policy on Academic Honesty and Preventing Plagiarism and the relevant referencing guides (or have had this explained to me by my teachers) and understand the consequences of committing academic misconduct as outlined in the policy. o      This assignment is my own work, I have not participated in collusion, nor have I previously submitted this or a version of it for assessment in any other Unit of Study at the University or any other institution without having obtained the approval of the teacher. o      I have taken proper and reasonable care to prevent this work from being copied by another student. o      So that the assessor can properly assess my work, I give this person permission to act according to University policy and practice to reproduce this work and provide a copy to another member of staff for the purpose of cross checking and moderation and to take steps to authenticate the assessment, including submitting a copy to a checking/detection system that in turn may retain a copy of this work on a database for future checking. o      I have carefully read the assessment criteria that will be used to evaluate my work as given below -   ASSESSMENT CRITERIA     Mark 1.510% (14/80÷) You should structure and write your assignment following the guidelines in the assignment guide. The marks allocated for each section will be as follows. Abstract                                                                                                                   0/10 Your assignment is on e-recruitment and there is nothing about this in the abstract, introduction or definition. Please read the BMO5565 Assessment Guidelines carefully before submitting the final assignment. The final assignment must be submitted through Turnitin. Introduction                                                                                                             0/5           Definition                                                                                                                 0/5 Critical Analysis including the application/service’s contribution to HR.    8/30 You fluctuate between HRIS, SAP and e-recruitment. The emphasis should be on e-recruitment. Please ensure you develop your critical analysis of e-recruitment more effectively in the final assignment. I suggest you see assistance from the Learning Support staff. Conclusion                                                                                                               1/5 References and referencing                                                                                    5/25   I certify that the statements I have attested to above have been made in good faith and are true and correct. I also certify that this is my work and that I have not plagiarized the work of others and not participated in collusion.     STUDENT SIGNATURE: ____Sireetorn_____________________________DATE: __24__/__4__/_2010___     VICTORIA UNIVERSITY                                   Assessment 4: Literature Review Draft                                     Topic: E-Recruiting                       Subject: BHO5565 (Human Resource and Information System) Present to: Penny Bassett Prepare by: Sireetorn Tungrattanapitak                     Deswita   Deswita Student ID: 3683700                    3805294     Abstract It is observed that HRIS is a fast gaining currency as an accepted mode in terms of the recruitment, payroll, use of organization as the intranet in various functioning of the organization and the tremendous advantages to be gained by both employers and prospective employees by using this growing method of gaining and retaining executive and non-executive talents. There are many advantages of the HRIS, they are the major advantages that could be gained through e-recruitment could be in terms of reducing costs, cutting down recruiting time and efforts, and ensuring that the right candidate for the right job. One of the major factors that impact upon Human Resources information system is in terms of idle time spent on non-productive factors and the efficient and effective steps and procedures to be taken in making the organization a success. The principal goal and objective in the context is to gain access to the most effective work force. This research study would therefore consider the following: Introduction, A brief outline, The background and its proposed method in the HR services, The definition of the topic and the significance of the topic in the current scenario. Literature review on the topic with special reference to the current HR trends and the recent developments of them. The critical analysis are done and the SWOT analysis are conducted in the identifying the each area of the human resource information system. The different information are also conducted by the analyzing the various factors that affect the human resource data base and the information systems. The final pages of the study would consider how the existing practices could be qualitatively enhanced and made more efficient in order to gain better economies for the business enterprise. The topic dealing with the study is the e-recruitment and the as e-recruitment is the emerging topic in the current scenario, the various factors contributing the e-recruitment are very useful in the study. The critical analysis is conducted on the topic of study and the brief analysis of how the application and service contributions to the field of HR is analyzed, The literature review is analyzed to get the insight about the topic and to identify the certain gaps in the e-recruitment procedure. The efficiency of the HRIS in the new arena is found out in the study. From the study it is found out the various ways the HRIS can contribute for the efficiency in the operations of management and the effective contribution of the E-recruitment in contrast to the older methods. Introduction HRIS is an online system in the data management. The HRIS consists of the various data management programs like the employee payroll, data tracking, data analysis and the management. The current trend is the various processes are done in the online collaboration, the information system in the HR provides very helpful for the company in terms of the accessibility and the quick retrieval of information. The Human Resources Information System makes available an extensive collection of functions that facilitate in performing the standard reporting from all Human Resource areas. HIS is the quickest way to perform submission for HR data. A unique technique of accessing reports is engaged. A graphical exhibit is used in enabling to choose the entity to be performed and reported. The each and every component of the human resources management consists of the standard reports which are easily accessible through the SAP, all of the standardized reports in Human Resources Management are accessed by analyzing the reports, systems and the charts. Where did this come from? Cite references. HIS constitutes an easy method of accessing reports and data by hiring the same from the Graphical representations. “HIS takes two windows for processing. In the first window, structural graphics is active and you can select an object. In the second window, a list of available reports is displayed. You use the second window to start a report for the selected object. The reports included in HIS belong to different HR components (such as Organizational Management, Personnel Administration, and Personnel Development). Accessing these reports usually requires you to follow specific menu paths in a particular component. In HIS, this is not the case. You can start and execute reports that belong to different components from a single, central function” (Human resources information system: HRIS purpose, 1999, p.10).   Definition Your assignment is on e-recruitment, so your efinition should be too. There are different definitions for the HRIS,they are the “An HRIS, the abbreviation for Human Resources Information System, is a system that lets you keep track of all your employees and information about them. It is usually done in a database or, more often, in a series of inter-related databases. HRIS include reporting capabilities. Some HRIS track applicants before they become employees. Some HRIS systems are interfaced to payroll or other financial systems” (John 2010). The HRIS is defined in simple terms as the information system of the human resources that are used by the systems department to keep in track with the all the employees record and the results of the analysis of the each of the employees. According to business dictionary the HRIS is defined as “A system which seeks to merge the activities associated with human resource management (HRM) and information technology (IT) into one common database through the use of enterprise resource planning (ERP) software. The goal of HRIS is to merge the different parts of human resources, including payroll, labor productivity, and benefit management into a less capital-intensive system than the mainframes used to manage activities in the past. Also called Human Resource Management Systems (HRMS)” (HRIS, 2010).   Review of literature The e-recruitment provides variety of methods in configuring the online applications and in screening of them, the main method used in the screening of them is the screening of the applications in electronic manner. There are certain methods also in which how they were screened, electronically by keywords. There exists much of discrepancy and little maturity in this process in the various application of the internet and the technology process. It is also a recurrent method in the current scenario for a good reach among the students and for attracting the candidates. The e-recruitment amplify the opportunities and the risk, it increases the opportunity of the candidate where it increases the risk of the organization that are related to the sorting of the application forms and in conducting the tests.( Kerrin, Kettley 2003). The e-recruitment shows how the smaller company are just the look out entities of the large companies and how many obstacles are in between and the how they act as the barrier for the smaller firms in conducting the electronic recruitment, There are also many disadvantages that are to be faced by the smaller companies as the small companies are widely known by the job hunters and are less call off by the candidates as the larger company and the jobs are enduring. (Baillie 1996). This reference is far too old. The e recruitment has proved to be much advantageous, it results in the dedication and the commitment of the employees in the organization and they have the good results in terms of the job satisfaction, job enrichment, and high competency among the employees. The efficiency and the effectiveness is also a major factor in the e-recruitment, there are also they also provide an economical usage of the cost and in the deliverables. It produces a better shift from the recruitment level to the relationship level in the organizations. (Beer et al.’s, 1984). Far too old “From the relevant literature, the words e-recruitment, online recruitment, cybercruiting, or Internet recruiting are synonymous. They imply the formal sourcing of job information online. The authors have defined e-recruitment as “The utilisation of the Internet for candidate sourcing, selection, communication and management throughout the recruitment process” (Ganalaki, Hoffman 2001)” (Mohamed Othman & Musa 2007).   Critical Analysis When an organization grows then its HR requirement also increases. The Human resource information system (HRIS) was first introduced in the company General Electricals (GE) in the 1950s. The system of HRIS can be practiced in all spheres of HRM, right from HR planning, Staffing and Payroll. The main benefits of HRIS are that it generates information faster which is very accurate and reliable. “Keeping the employee information up to date, secure, and in a format that is useful for planning, is what the HRIS is all about.” (HRIS: National Summary, 2010). Another important advantage of using the HRIS is that it leads to an improvement in the planning and agenda perfection in an organization. It enhances the communications between employees. There is a wide variety of software available in the market today specially designed for managing the HR system in an organization. There are softwares like Oracle HRM, Peoplesoft, SAP etc. which can be used in specific HRM categories like recruitment, selection, training etc. according to the specific requirements of the firms. “Advances in software and hardware have meant improved HRIS availability and accessibility” (Bratton & Gold 2001, p.175). The HRIS can be flexibly used in organizations and the HRIS can be stretched by the addition of latest novel module. Even though firms understand the importance of the HRIS yet organizations are apprehensive in adopting the system. The major reason being the unseen psychological fear which exists in organizations for the use of advanced technology and information systems. The senior management team in some firms has less technological know-how and there is a fear amongst them that the use of technology and advanced systems will leave them out of business. The firm that we have chosen for the case study is Nestle UK. The case study of Nestle UK Ltd. shows the importance of implementing an HRIS in the organization. The company Nestle UK is a producer of foods, beverages and confectionaries and employees around 7000 people. It felt the need for adopting a single HRIS database so that its business was completely integrated with its HR. The company designed its software requirements several times in order to finally install such software which is one point information for both the employees as well as the management. The company’s major problem was not of a different software choice because it was using the SAP software which was very functional but there was a need to incorporate a new module which can abridge the HR business course and can lead to an improvement in the communication and reporting between employees and the senior management. By the implementation of the new SAP HR system the firm gained several strengths in HR because for the first time the employees had the access to their HR data. The staff managers could easily access the information about their staff and all particulars about the employees regarding their absenteeism level, their productivity etc. The company has started using all modern web technologies like E-recruitment in order to smoothen its HR operations. “The structural changes that we implemented produced significant operational efficiencies, resulting in annual savings of £1m, as well as delivering better service provision to managers and employees.” (Holt 2005). The strength was that the implementation of HR intranet showed a result of ninety percent satisfaction in the business of the company. “The basic advantage of a Human Resource Information System (HRIS) is to not only computerize employee records and databases but to maintain an up to date account of the decisions” (Advantages of human resource information system, 2008). The major weakness which the company faced was in the initial launch of the system because a small number of employees were enthusiastic about the new implementation and were willing to learn the new system. The implementation of web based information system in HR has several strengths from easy availability of data, reliable source of data, improved systems but the weakness lies in its difficulty in implementing the system because organizations are not ready to suddenly incorporate web based changes in organizations. “The capability of advanced e- recruiting tools enables recruiters to quickly identify and hire qualified candidates, and to build ongoing relationships with prospective employees.” (Khosrow- Pour 2006, p.397). Companies are making heavy investments for adopting the E-recruiting process in order to trim down the recruitment expense and to smoothen the process of recruitment. (Mehdi Khosrowpour, 2004). Studies have revealed that E- recruiting simplifies the recruiting process but still the cost incurred in the e- recruiting process might not be a proper investment. “Despite the popularity of e-recruiting, there are yet no significant statistics available on the return – on –investment of the various e-recruiting technologies and the effectiveness of management practices.” (Khosrow- Pour, M., 2006, p.720). The implementation costs in e-recruiting are high. In the case study when Nestle UK adopted the SAP method and continually made changes in order to integrate the system and to upgrade with the E-recruiting methods it incurred high expenditure. The case study also revealed that even though HRIS systems like E- recruiting saves time and labor it also results in unevenness in the organization with some people having high knowledge about the system and with some section of the staff who are less tech savvy being hardly interested in the new software. The web base HR system requires a lot of minute details about personnels. “The input to the HRIS system is in the form of information pertaining to the employees such as education, age etc.” (What is HRIS and ERP? 2009). Another important weakness in using the web based software for HRM is that the job portals get a lot number of both invited as well as uninvited job applications which proves to be a burden for employers and instead of minimizing the employers time and labor on sorting the opposite happens with a lot of time spent in sorting and choosing the eligible application from a full inbox. Another important issue in the case study of Nestle UK is the condition when new people are employed in the firm. The software does not give ready information about the new employees. “New hires cannot immediately be found in the HRIS system when searching by name and or employee ID number.” (Office of human resource: HRIS issue status, 2009).   Brief analysis of how the application or service is contributing towards HR Human resources management has turned out to be area so as to concern lots of us at present secerio. Each business, from the little candy manufacture organization to the very big helicopter built-up businesses relies on their particular human being resources division for a variety of reasons. The significance’s of the person resource role and the HRIS have developed more than ten years before. The major tasks of the Human resources management are, Hiring Workers, Assessing candidates and workers, Picking, Inserting, Supporting, ceasing, and transferring of workers, assessing and scheming work ,teaching of workers ,organization of the worker salary and advantage tactics, setting up for small- and enduring workers requirements. All these functions help to attain the organizational goal more efficiency and effectiveness. The Prepared HRIS offers various information to maintain Regular, Cyclic Person Resource Decision making. Various types of information systems are used for this purpose. “HRIS refers to software packages that address HR needs with respect to planning, employee information access, and employer regulatory compliance. The following text begins with a discussion of human resource planning, followed by human resource management systems.” (Human resource information systems, 2010). Numerous software business establishments offer HRMS facility to fulfil the requirement of the organization. Various Human resources specializes started to observe the likelihood of novel submission for the computer. The thought is be to amalgamate a lot of the diverse human resource tasks in the organization. The outcome of these activities is to the invention of the mechanized Human Resources Information System., a characteristic-wealthy, wide-based, independent Human Resources Information System. Organizations’ have been required to alter the method of Human source actions are executed with the intention of remain up by means of the novel know-how and emerging various kind of workers. “With the changing world and constant new technology that is available, managers need to be aware of the technology that will increase effectiveness in their company. Human resource information systems (HRIS) have increasingly transformed since it was first introduced at General Electric in the 1950s. HRIS has gone from a basic process to convert manual information keeping systems into computerized systems, to the HRIS systems that are used today.” (Brown 2010). The Internet is an emerging well-liked method to hire candidates, investigation technologies and carry out the additional necessary tasks in the company. The effectiveness and competences of the Human Resources Information System are capable to make more efficient and quicker results than it be capable of finished by means of paper work. A number of functions of the Human Resources Information System are bookkeeping submission, candidate search expenses, risk administration, guidance administration, monetary arrangement, turnover examination, succession arrangement, HR arrangement, and strategic arrangement.” The use of Human Resource Information Systems (HRIS) has been advocated as an opportunity for human resource (HR) professionals to become strategic partners with top management. The idea has been that HRIS would allow for the HR function to become more efficient and to provide better information for decision-making and also a significant problem with deciding whether HRIS benefits the organization is that of measuring the effect of HR and more particularly HRIS on the bottom line.” (Beadles et al. 2005, p.1).   Assessing the efficiency of Human Resource Information System The assessment of how the Human Resource Information System has carried out is one of the main important problems looked up by public human resources decision-making authority nowadays is assessing the acts of their Human Resource Information System. Put into practice of the Human Resource Information System plan appear to be an essential stem for business establishment, but unless it will be an efficient instrument for the Human Resources actions it will not assist to enlarge the competence and might delay it in its place. There are various dimensions for managerial Human Resources Management Information System for example, price decreases in HR divisions but it is hard to assess accurately the ROI and exact improvement in productivity inside the HR divisions. In fact, the perfect appraisal of HRIS achievement strength comprise hard method such as Return on Investment, the manage of irrelevant variables etc…because making this type of assessment is very complicated. The confidentiality of worker data has turn out to be a main matter in nowadays. With find out robbery and other problems turn out to be a familiar difficulty in any of the business , workers are flattering more aware of concerning who observes their private matters and data, and the safety it is set aside in. A strategic plan makes sure that all the workers in the organisations will perform their own exact function in their allocated part of actions in affiliation with any of other workers, Good human resources helps to get this. “For several decades, the HR function in corporations has been encouraged to become a strategic partner. Data from a longitudinal study of large corporations suggest that HR is not now a strategic partner and that little or no movement towards it becoming one has occurred.” (Sinha 2010). A numeral of study has examined the latent of the Human Resources job to be come a strategic partner and establish that it can be a significance job. Give the major concentration to the significance of Human Resources flattering a strategic partner. Information know-how provides the latent for Human Resources to obtain benefit of database and influential investigative apparatus to establish how helpful Human Resources rules and performances are contribute to the appreciating of what type business strategies can be carried out. “HR's greatest opportunity to add value may well is to play a role in the development and implementation of corporate strategy. HR can make a logical case for being an important part of strategy development, because of the importance of human capital in the ability of the firm to carry out its strategy.” (Lawler & Mohrman 2003).   Conclusion  Human Resource Information System appears to be issue for Human Resource administration in the present digital market. Many organizations change their Human Resources Management purposes from the manual employment procedures to the mechanized employment procedures. Human Resources Information System helps to give various advantages to the business establishment. It helps to get the quicker data dealing out, better information accurateness, enhanced preparation and program expansion, and improved worker interactions. All of these types of advantages are helps to get managerial competence. E-recruitment is the one of the method of staff recruitment by means of electronic source exacting by way of using internet. Now days most of the organizations and staffing mediators used the online staffing procedure so it will helps to improve to fill the vacancies fastly. E-Recruitment scheme is the amalgamation and use of Internet know-how to develop competence and efficiency of the recruitment procedure. Human Resource Information System to participate vital position roles for Management of Human Resource for the reason that Human Resource Information System jobs helps to progress Human Resources Management in provisions of managerial points and logical points. Reference Lists You need to concentrate on e-recruitment references, format them correctly and use them in your critical analysis. Many of the references below are from websites or are general HRIS references. Advantages of human resource information system, 2008. Small Business Bible, viewed 19 April 2010.   Beadles, N A., et al. 2005. The impact of human resource information system: An exploratory study in the public sector. An Exploratory study on the Public Sector 2005, Vol. 5, Issue. 4, p.1.   Bratton, J & Gold J., 2001. Human resource management: Theory and practice. Routledge, p.175.   Brown, S P., 2010. Human resource information systems, Ezine articles, viewed 19 April 2010.   Holt, N., 2005. Nestle UK: Information on demand, Inside knowledge, Vol. 8, Issue. 7.   HRIS: National Summary, 2010, HR.BLR.com, viewed 20 April 2010 < http://hr.blr.com/HR-topics/HR-Administration/HRIS/>   Human resources information system: HIS purpose, 1999, SAP AG, release 4.6B, p.10.  < http://help.sap.com/printdocu/core/print46b/en/data/en/pdf/PAIS.pdf>   Human resource information systems (HRIS), 2010, Business Dictionary, viewed 18 April 2010. < http://www.businessdictionary.com/definition/Human-Resource-Information-Systems-HRIS.html>   Human resource information systems, 2010, Reference for Business, viewed 19 April 2010.  < http://www.referenceforbusiness.com/management/Gr-Int/Human-Resource-Information-Systems.html>   John Reh, J., 2010. HRIS: Definition, About .com: Management, viewed 17 April 2010   Khosrow- Pour, M., 2006. Emerging trends and challenges in information technology management, Idea Group Inc (IGI), (1), p.397.   Lawler, E E & Mohrman, S A., 2003. HR as a strategic partner: what does it take to make it happen?, Entrepreneur.   Mohamed Othman, R & Musa, N. 2007. E- Recruitment practice: Pros vs. cons. Public Sector ICT Management Review, vol. 1, no. 1, p.36.   Office of human resource: HRIS issue status, 2009, The Ohio State University, viewed 20 April 2010. < http://hr.osu.edu/payroll/hrisissuestatus.aspx>   Sinha, G., 2010. What should be the role of HR as a strategic partner in an organization? Toostep, viewed 21 April 2010. < http://toostep.com/idea/what-is-the-role-of-hr-as-a-strategic-partner>   What is HRIS and ERP? 2009, Community for Human Resource Management(CHRM), viewed 19 April 2010. < http://www.chrmglobal.com/Briefcase/25/1/What-is-HRIS-and-ERP-.html>       Read More