The HRIS System Report Jason Samuels Humber College BMGT 263 Anita Nickerson Feb 14, 2022 Table of contents Introduction HRIS is the convergence of information technology with human resource operations. Data tracking, entry, HR administration, accounting, and payroll services are all possible with HRIS. Furthermore, the system provides for the tracking of every employee and their company's critical information for successful HR planning and resource management. Moreover, the system is related to better decisionmaking efficiency and time savings while maintaining manual records. Companies utilise HRIS to manage and arrange the data of the following individuals. 1. 2. 3. 4. Demographic information on employees, such as contact information, date of birth, and gender. Job-related information such as salary rates, department, and management. Benefits performance and management selection Balances and demands for time off Tracking information in one location serves as a specific source, and it typically creates reports that are utilised in making choices inside an organisation. HRIS is the convergence of information technology with human resource operations. Data tracking, entry, HR administration, accounting, and payroll services are all possible with HRIS. Furthermore, the system provides for the tracking of every employee and their company's critical information for successful HR planning and resource management. Moreover, the system is related with better decision-making efficiency and time savings while maintaining manual records. Various Functions in the Human Resource Department The HR department's duty is to restructure a competent labour force and foster an optimistic culture in order to create a marginal advantage over the organization's rivals. The HR responsibilities described below aid in the engagement of a productive staff, the scheduling of jobs, and the company's successful growth. 1. Retention and acquisition of talent The HR department finds and hires the best match for the firm. Interviewing, finding applicants, employing employees, assuring an effective recruitment process, and adopting labor-force planning to a suitable vacant job are all part of this process. 2. Training and Development The approach entails investing in workers to provide specialised training and offering departmental programmes to stimulate workers' advancement. 3. Compensation and benefits The HR department creates a remuneration structure that is both outwardly inspiring and competitive, as well as internally equal, insuring employees, payroll management, and workforce retirements. In addition, the function handles compensations like profit sharing and commissions. 4. Performance administration. The role is constantly identifying gaps, measuring performance, recognising accomplishments, and identifying opportunities for growth. 5.Employees and Labor Relations It consists of actions designed to foster a trusting connection and employee engagement between the company and its employees. The content workforce provides a competitive advantage over competitors. The job also includes discussions developments with unions, such as contract negotiation, bargaining unit, organizational reality, and understanding workers' requirements. 6.Function of Risk Management It is sometimes referred to as the safety and health function. One of the most critical roles of the human resources department is to guarantee that workers are safe at their workstations. Furthermore, the agency mandates that all employees get safety training. Every employer is required to follow federal and state standards. In addition, the department conducts incident investigations, claims compensation, and makes recommendations for required adjustments. 7.Planning for Succession It is the process of being aware of and planning for future and present staff demands. 8.Legal and compliance. Together with the organization, the HR department must ensure employee safety. These safeguards include the upkeep of payroll regulations, employee contracts, tax and government reports, and the computation of regular leaves. 9. Administration at all levels. The department is responsible for the upkeep of personal processes and information systems. HRIS Project team The project team would be made up of persons with varying degrees of engagement in the project's day-to-day duties. In addition, the activities of the HRIS project team would be reviewed by top management. Human resource experts (HR coordinator and assistant) would have the most engagement since they would take ownership of the project from inception to planning, execution, managing, and closure. While department managers or representatives from other departments would offer information to HR on what they need or anticipate from the HRIS, their engagement would be minimal. HRIS Project Team: No of people Human Resource Representatives – 2 Department Heads/ Representatives: Finance -1 IT -1 Purchase-1 Payroll-1 Hardware and software vendors, legal counsel for privacy and security purposes, and an HRIS consultant for information system finalisation would all be considered for consultation during the project. During the initial implementation phase, a feedback team may be formed to offer input on project execution. They may provide constructive input to management and the HRIS project team, and later in the implementation phase, they can become mentors and trainers for others. List of reports required (5 regular and 5 legislative). When the obtained information is processed and reports are created for future reference, the Human Resource Information System offers extra value. The list of reports that may be created on most systems is shown below. Regular Reports: 1. Head Count Report: Turnover and retention rates may be calculated using a head count report. The report shows the current staff count following hiring, terminations, and transfers, providing insight into the number of employees in each department and function. 2. Recruiting Report: This report generates data on available positions in a certain area, the number of candidates needed, the average time and cost for each applicant. This study will assist you in developing an efficient recruitment plan/strategies. 3. Performance Management Report: This report assists in identifying the best performers as well as ensuring that employee activities are in line with the company's goals. The report is also useful for supervisors who are analysing workers' work histories and providing constructive criticism and fruitful dialogues. 4. Compensation Report: The report provides easy access to real-time payroll data and efficiently manages ongoing benefits administration. 5. Report on Diversity: Also known as an Equal Employment Opportunity Report. HR can assess workforce requirements and establish HR policies and programmes based on demographic information about employees. Legislative 1. Record of Job (Reports ROE): This report contains information about an employee's employment history, working hours, and earnings. Employees utilise it to apply for EI. 2. T-Slip: This report generates information used in filing employees' taxes, such as the amount of tax withheld from their annual wages. 3. Training Report: This report collects information on staff training and aids in decision-making and assessment. Managers can use this report to determine whether an employee has been trained on certain equipment and possesses the necessary abilities. 4. Pay equity aids in recognising and resolving gender discrimination in compensation systems, as well as adjusting female employees' earnings to be comparable to male job classifications. The study advocates for and addresses gender salary disparities inside the company. 5. WSIB: This comprises a detailed record of the occupational injury or sickness, as well as an accurate record of the treatment provided and the measures taken to address the problem. To be eligible for compensation, the injury or sickness must be reported to WSIB. There is a monetary penalty for failing to report, reporting late, failing to provide all relevant information, or discouraging workers from reporting. table showing the security requirements It is critical for every organisation to keep information on its employees secure; this necessitates that it not be available to unauthorised individuals. Considering the security requirements, it is necessary to identify the users and their level of security. Department HR Users VP Human Resource Human Resource Assistant Human Resource Coordinator Payroll Manager Security Level Record Level Function Level Function Level Record Level IT Technologist Action level Function Level Finance Accountant Record Level Purchase Purchase officer Action level Function Level existing and required hardware requirements. Computers, printers, and other objects are examples of hardware. When deciding on the acquisition of an HRIS system, hardware needs must be considered in terms of what is already in place and what additional hardware is necessary for the HRIS project's effective implementation. Inventory may be verified with the help of IT personnel, and then the purchase budget can be anticipated. Hardware requirements existing Position Computer VP HR HR Assistant HR coordinator Payroll Manager IT Technician Accountant X X X X Printer Scanner X Hardware new requirements With the deployment of a new system, certain employees may require hardware requirements, such as a scanner and printer for HR assistants, as well as computer upgrades. The HR department will require a colour printer for training, promotional, and communication purposes. Payroll manager needs a highspeed laser printer.
