CHAPTER 2
Human Resources and
Technology
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Chapter outcomes
• Describe the Internet and identify the two functional
categories of information available on the Internet that
are most useful to HR managers
• Define a human resource information system (HRIS)
• Discuss the structural design of an HRIS
• Distinguish between the different types of HRISs
• Discuss some of the modules of an HRIS database
• Discuss the steps to be followed in the development
and implementation of an HRIS
• Discuss five critical standards that must be met if
information provided by an HRIS is to be viewed as
quality information
• List several things HR can do to foster data security
throughout the organisation
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
HR and the Internet
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Conversational resources
Reference sources
Intranets
ESS & MSS
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Human Resource Information
System (HRIS)
• Nature of an HRIS
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Benefits of an HRIS
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Improves equality of information
Reduces admin burden
Improves speed of information
Improves flexibility of information
Improves services to employees
Produces HR metrics
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Components of an HRIS
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Hardware
Software
Data
Procedures and users
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Functional components of an
HRIS
Transformation
Inputs
Employee information,
company policies &
procedures
Computers and
software
Control system (feedback)
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Outputs
Reports
Types of HRISs
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Concentrated HRIS
Distributed HRIS
Independent HRIS
Hybrid approach
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Types of HRISs
• EDP (electronic data processing)
• MIS (management information system)
• DSS (decision support system
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Reasons for the slow introduction
of computer-based systems in HR
departments
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Lack of support by top management
Satisfaction with the status quo
Defensiveness about revealing HR operations
Lack of HRIS knowledge and skills by HR managers
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Fully developed HRIS database
Training &
development
Career
development
& planning
Succession
planning
Affirmative
action
Skills
inventory
Employment
equity
DATABASE
HR planning &
forecasting
Personnel module
Corporate, Biographical, Historical, Company/
HR policies
Compensation
administration
Future use
• Benefits
• Health claims
Position control
Health &
safety
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Applicant
tracking
Applications of the HRIS database
modules
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Applicant-tracking module
T&D module
Position control module
Wage & salary administration module
HRP module
Skills inventory module
Succession planning module
Basic personnel module
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Why do HRISs fail?
• Lack of management commitment & resources and inadequate
numbers of personnel are made available
• Project team not assigned for the duration of the project
• Project is set up for failure (political intrigue, conflict & hidden
agendas)
• Incorrect decisions are made – poorly written needs-analysis reports
• Key personnel are not included in the project team
• Clients are not surveyed/interviewed to determine their needs
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Development, implementation &
maintenance of an HRIS database
• Phase I – Needs analysis
• Phase II – Design & development
• Phase III – Implementation & maintenance
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Securing the integrity of HR data
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Biggest risk
Keeping records unaltered
Controlling access
Security technology
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Summary
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Automation came late to the HR department. When it did, the system put in
place resembled payroll more than personnel.
The appearance of the personal computer (PC), perhaps more than any other
single event, shifted information control away from the data processing/MIS
department.
The computer is becoming an integral part of the HR department. As a tool, it
has moved beyond producing simple reports to helping HR managers make
complex decisions. Human resource information systems (HRISs) are making
this possible. As a whole, an HRIS creates more opportunities for the HR
profession to influence the company.
A typical HRIS is composed of a database, computer software and hardware.
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Summary
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There has been an explosion of PC hardware improvements
and software offerings that greatly expand the possibilities of
HRISs. Small employers can now benefit by getting the same
results on PCs and minicomputers that could only be
obtained using mainframes a few years ago.
The choice between mainframes, minicomputers and PCs is
complicated by the blurring of distinctions between them.
Technological improvements are levelling the playing field
between competitive technologies, and a likely scenario is
that a medium-sized to larger employer will employ a
combination of networked computer systems.
Improvements in computer technology allow more tasks to be
accomplished than ever before. Very sophisticated analyses
can be performed on an ad hoc basis. Even PC programs
allow complicated 'what if' questions to be answered.
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning
Summary
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Modern HRISs place HR professionals in a better position to play a more
integral role in the strategic management of today's organisation. Computer
technology, which first seemed to divide departments, now serves to bring
them closer together as they share information, and more of it, to implement
the business strategy.
For an HRIS to be effective, users must be properly trained to use it, and it
must be used by those whom it is intended to serve.
HRIS concerns about the privacy of information that the database contains
are very important. Proper care must be taken to restrict access to the
system to those individuals who have a legitimate need for its information.
For use with Human Resource Management in South Africa 4e
by Grobler, Wärnich et al
ISBN: 1408019515 © 2010 Cengage Learning