What is HRMS / HRIS?
What is HRMS/ HRIS?
It is the integrated database system that
is essential to permit high-quality,
informed HRP decisions to made. –
Monica & Kenneth
It is the system used to acquire, store,
manipulate, analyze, retrieve &
distribute pertinent info regarding org’s
HR….” – Alan & Robert
Purposes of HRMS / HRIS?
Purpose of HRMS/ HRIS?
Is to facilitate, support strategic, tactical
& operational decision making.
To avoid litigation.
To evaluate programs, policies or
To support daily operations.
Contents of HRMS / HRIS?
Contents of HRMS/ HRIS?
HRIS contains info of:
Jobs & Work Conditions
HR Events (Recruitment, training & Development,
performance appraisal, termination)
**** But not all system fulfill all the requirements, nor
a complete solution is suitable for all org.
3 Stages of HRMS / HRIS
3 Stages of HRMS Development
Stage 1: Basic Personnel System
Incorporate databases that may mix written records
on the file with other data elements stored on a
computer database.
The data maintained by this system focuses on the
areas like: Y records, Payroll, Staffing, Basic data
required for compliance with pertinent labor
This info is used by almost all HR staff .
Its purpose is – correct record-keeping. So it is past
3 Stages of HRMS Development CONT….
Stage 2: Augmented HR System
Occurs when the org decides to commit the
resources to become more proactive with respect to
HR policy decisions.
It requires HRMS to move beyond basic record
keeping function.
It is entirely computer-based system.
This enable HR Planners to identify more readily
developing problem areas or trends – thus help
them to be proactive in developing personnel
3 Stages of HRMS Development CONT….
Stage 3: Comprehensive & Interactive HRMS
Relatively few co have evolved to this stage.
It enables the HRP to run “What If” scenario – to determine the
best future from possible alternatives.
RELATIONAL database – helps to investigate, thus offers a wide
variety of searches & analyses to be conducted.
Possible areas of usage: Selecting candidates, performance
But Remember…………
Although a comprehensive & interactive HRMS is he
goal of every firm, but it is not that all firms adopt it.
There are firms which can afford it but do not
incorporate because they want something simple,
environment friendly system.
So, the HRMS must be selected on the basis of the
need of particular organization.
Because, one size doesn’t fit all.
Selection & Design
Criteria For HRMS
1. System Security & Access Control
This is important because - HRMS contains
sensitive personal info.
Mgt must have proper control on access to this
Access should be granted on a ‘need to know’ basis
with passwords, PINs –serving as entry barrier.
Access requirement should be reviewed on a regular
2. User friendliness of the HRMS
HRMS varies with respect to training time &
ease of use for HR staff.
System that build on common HR
terminology & are designed to run in
conjunction with widespread computer
operating system will require less
preparatory training.
2nd, Customization ability should be there.
3. Flexibility & Interface with Other
Organizational Systems
Consider –
the linkage between existing computer h/w & the
proposed s/w system.
Staff computer literacy
Ensure – smooth interface between h/w &
s/w – to minimize errors.
4. Appropriateness for Meeting
Organizational Needs
Some org do the mistake of purchasing HRMS because of only
one area.
But you should take time to identify & rank the org’s HR goal
for HRMS.
Identify the “must have”.
Do not go for “nice to have”.
Along with price consider the issues like:
number of year s/w has been incorporated
Whether vendor specializes in HRMS or not, and his/her
After sales service
5. System Costs & Service Support
Implementation cost is not the only cost.
Count other costs too. Likee training costs.
Management Information System, Decision
Support System staff must be involved in
the HRMS criteria.
Successful HRIS
The most effective HRIS are those which:
Contain highly accurate employee & job data
Are sufficiently flexible to adapt to both
present & future requirements.
Are dynamic & Comprehensive
Allow clear control of HR & HRIS costs.