Human resource management system

A personnel information system is used for collection, storage, processing, maintenance, analysis, use, distribution, scheduling, transmission and display of information relating to the personnel administration. Since human resource information systems are computer -based information systems today, the name synonymous with computerized PIS PIS ( CPIS ) can be used. The concept of Human Resource Information System ( HRIS ) is used synonymously.

The PIS consists of hardware (computer or computer network ), databases, software, data, and all those application programs that are required for the management of the staff.

• 2.4.1 Payroll
• 2.4.2 Master Data Management
• 2.4.3 Administration
• 2.4.4 Reporting
• 2.4.5 Time Measurement
• 2.4.6 Personnel Planning

• 3.1 E-Recruiting
• 3.2 HR Marketplace
• 3.3 Electronic Personnel File
• 3.4 Employee Self Service

• 4.1 Problems with introducing
• 4.2 Rigid Cast policy
• 4.3 Data surge
• 4.4 One-size- fits- all mentality
• 4.5 resources remain unused
• 4.6 Employee Self Service without sustainability

Components

The elements of human resource information systems include:

• Payroll, time determination
• Master Data Management
• Administration
• Staff reporting
• Personnel planning
• Working time calculation

But also

• Technical Infrastructure

Architecture

Interface view

In principle, all components should be on a common data base linked. Personal data should be consistent with common PC programs ( text and spreadsheet processing ) can be edited. To ensure data security to connect to the customary during operation, backup systems should also be made.

With respect to the changes in the " recruiting" and " employee self-management" should also connect to the Internet and Intranet be implemented (see section: development trends ).

Technology and data view

The provision of the information is nowadays largely on a PC network, often with the Windows operating system in the workplace and to a host computer (server) in the background. Here, several factors play a role in the selection:

• Availability of skilled personnel
• Knowledge of the specialist staff
• Economy: capital and operating costs, transit and response times
• Number of users and frequency of use
• Data security during transmission, storage, and modification
• Integration into existing systems
• Flexibility for future features
• Usability ( ease of use, for example through a graphical user interface )

In the Workplace database the information about the jobs, areas of activity and the positions are stored.

One way the outline of such a database is obtained from the range of the stored features:

• Identification features
• Job requirements, commitment and knowledge of the staff, experience and education (knowledge and application characteristics)
• Mental and psychological characteristics, labor and corporate behavior, resilience, creativity, etc.
• Physical characteristics related to physical stress, posture and environmental influences

Optimal management of personnel and job database is organized, if both are similarly structured. So be prepared by a simple comparison of the average quantities to find out.

Personal Information systems serve not only the management of the staff and the jobs but should human resource management support especially with regard to logistics processes in various areas. Essentially, in this case the functions focus on the personal needs assessment, recruitment, staff development, personnel and maintenance personnel exemption.

Human resource planning

The human resource planning determines the human resource capacity that is necessary to the smooth continuation of the operational task. PIS may in this case take on the task of data collection and the matching of target and actual status ( over-and under coverings regarding place, time, quality and quantity ). In addition, PIS can also perform a profile comparison with the posts to be filled with existing staff and provide suggestions as to decision-makers.

Recruitment

The aim of recruitment is to eliminate a personal shortfall. This shortfall may in turn have qualitative, quantitative, temporal or local reasons.

A personal information system can be classified by such statistics and reports the number of employees and so allow the conclusion to qualification samples of potential recruits. Again cooperate again the staff and job database (interface). On this basis, vacancies can be developed which can be provided with a link to the Internet, appropriate job boards or job recruiters and headhunters (see trends ).

Sends a candidate one of his documents, then using the PIS an initial confirmation to be sent, the qualification profile are matched with the job requirements and as a result then an invitation or rejection can be sent to the PIS. Here is the link to word processing systems with standardized modules is clear. Also the way the application can be monitored by the company with the help of the PIS and it may at any time be given information about the state of processing.

Staff development

Staff development has the task to qualify the employee for addressing current and future tasks.

Cataloguing qualifications achieved using the PIS is helpful to be able to determine an appropriate successor for personnel changes. Profiles of employees, as well as the candidates can be compared to the person to be replaced. In block qualifications can be documented using the PIS on what level the qualification of an individual employee, but also the entire working groups is and what will be the following, qualifications.

The other way around also for the individual employees are interested by the available data, a career plan to be developed, with appropriate positions can be found within the company by existing qualifications. A training needs can be additionally also determined using the PIS.

Another developing trend is to the effect that the integration of CAL (Computer Aided Learning) and seminar management systems, employees can independently propel your development and thus broaden their PIS record independently.

Workforce

The personnel can be controlled in the sense that the optimal staff the upcoming operational tasks can be assigned taking into account qualitative, quantitative, temporal and spatial components using PIS. This requires at a higher frequented staff scheduling also a working model, which holds the career flexibility with their working conditions.

Here can be mentioned as an example the manpower planning of a call center: With the help of long- time call statistics, the need for telephone operators can be calculated. Taking account of personal working hours and time preferences may develop a service plan, a staffing tool. In connection with a payroll program can be subsequently an automated compensation.

Employee retention and Exemptions

A basic tool in the future to retain employees at a company, is a fair remuneration package of work. However, the conservation staff includes all measures that are necessary to continue to retain existing employees to the company and to maintain their performance. In the administrative area provides opportunities to support, for example in the systematic job evaluation and hence the individual wage determination.

The personal exemption is used with a human overlap in qualitative, quantitative, temporal and / or geographical terms. The planning can be more than most realize PIS: Personal use alternatives can be determined, are determined requirements, costs and social consequences of the alternatives and finally decided.

Function view

The operating PIS can be designed very differently depending on area of ​​responsibility and level of development. PIS are developed with individual modules as open, task-and goal-oriented systems that are specifically tailored to the business needs and also may be updated afterwards.

The personnel- specific tasks and questions that need to be met by a PIS, divided into the main areas of administrative and dispositive tasks.

Administrative tasks include recurring events, such as:

• Monthly wages and salaries
• Master Data Management
• Generation of Personal Statistics
• Storage of personal data

Through the use of PIS, this will mean a significant rationalization and reduction time, so that information can be made available significant faster -date and comprehensive. HR administrator can focus through time savings to other personnel management tasks, such as for the supervision of staff.

Dispositive systems support for decision in the context of human resource management. Assist you in the processing of data and provide a better information base and decision support for future problem areas of human resources planning and management. This includes, for example:

• Candidate selection
• Education and training
• Staff development
• Comparison of requirements and capability profiles

An important property, personnel information systems must include necessarily, is the flexible implementation of the software to current and future business requirements. One speaks here of function cardinality.

The following features characterize a PIS:

Payroll

• Calculation of wages and salaries
• Leadership of the wage and salary costs
• Income tax accounting
• Social security
• Seizure and loans
• Telephone billing

Master Data Management

• Personal data collection when reset
• Labor contract data
• Training data
• Activities
• Previous employment
• Assessment data
• Modification services for personal
• Applicant Management
• Address data
• Date of birth

Administration

• Administrative work in recruitment, dismissal, transfer, promotion
• Deadline monitoring
• Certificates

Staff reporting

• Table analysis
• Creation of internal personnel statistics (eg age structure, turnover statistics, etc. )
• Statistics for external users
• Figures are determined
• Graphical representation of key figures and statistics
• Messages to internal and external users

Time determination

• Presence check
• Absenteeism management and analysis
• Holiday settlement
• Shift schedules
• Sick leave

Personnel planning

• Personnel requirements planning ( establishment plan )
• Manpower planning
• Personal Development Planning
• Recruitment / release planning
• Personnel Cost Planning, salary extrapolation

User view

A distinction is made here between active users and potential recipients. The circle of users is split into participants with active - indirect contact ( use of information without the PIS right to use ) and with active - direct contact ( use and maintenance).

The pool of potential recipients whose information needs are met from the PIS, comprises a much larger group than that of the active participants. Inside the company, data from the HR department, managers and employees are needed.

Outside of the company, information from the PIS of government agencies that collect statistical data, and the public ( shareholders associations, the press, community, and others) related. However, applicants and temporary employment agencies access via Intranet and Internet information to staff.

The personnel department can monitor the PIS communicate with many places:

• Works councils,
• Associations,
• Employment offices,
• Temporary employment agencies,
• Libraries,
• , and more.

Due to the high sensitivity of the personal data to high requirements for the use and access by way of a wide variety of users on the safety of access, storage and transmission result:

• Confidentiality of Personal Data ( Protection from unauthorized (co-) reading )
• Data integrity (protection from corruption )
• Authenticity of the communication partner (protection against masquerade )
• Proof of data entry ( non-repudiation ),
• Regular data backup (protection against loss of data)
• Timely destruction of expired data, such as warning letters,

So generally strict compliance with all data protection regulations.

For this purpose, control and prevention must be made at least by granting restrictive user permissions and by a logging and monitoring of all operations.

Affected view

When PIS is the fundamental difference to other information systems with functional emphasis that in this case the properties, capabilities and behaviors of employees are captured by humans. Basically will only transfer personal data, such as tax bracket, address, qualifications fed, while also partial images of the individual personality of an employee may be deposited. Each employee is entitled to in accordance with § 83 WCA for accessing documents in his personnel file, the stored information in databases, these include.

Development trends

E-Recruiting

The staff determination for companies increasingly occurs via the Internet. Over 80% of companies use their own website for the recruitment of personnel, online job markets are visited regularly to gain qualified personnel. In contrast, traditional advertising ads will appear in print media of only around 30% of companies.

Advantages:

• Reduced costs
• Global dissemination (print media - low penetration rate )
• Prolonged presence
• Time advantage through the Internet (24 /7)
• Interactivity (Corporate Information, low inhibition threshold )
• Pre-selected group of users ( Internet skills )

E- Recruitung currently has no exclusive substituent effect in the recruitment process. It is currently rather complementary to traditional recruitment. However, PIS has the potential to play a stronger role here.

HR Marketplace

Not only electronic B2B and B2C markets have become indispensable in the Internet, but also markets, aimed at supporting business - to-employee relationships. As part of this development, the range of provider extends in the direction of HR portal and HR Marketplace. There are now even workers auctions.

The development will be that on the future market places for service around the labor nearly all transactions are settled.

Electronic Personnel File

The personal file conventionally managed is run as a paper file, which is kept as long as required by the law. Larger companies have advanced the introduction of electronic personal files, the use of document management systems with CD -ROM archive and workflow integration is increasingly gaining in.

The electronic personnel file stores various kinds of information:

• Application documents, travel documents, employment contracts, tax cards, work permits, certificates, correspondence or products shall be regarded as so-called non-coded information.
• Wage and salary administration, personnel statistics or employer reports to external bodies apply because of their explosiveness as encoded data.

Document management systems can be connected via an interface to a PIS. Via such programming Original documents can be scanned and archived documents are searched and displayed. Advantages of electronic personnel files are the quick accessibility and cost advantages for the storage of personal data.

Employee Self Service

When using the Employee Self Service (ESS) Manage employees and supervisors a portion of their personal data yourself and relieve the personnel department of routine tasks. The change of personal information Abforderung of information on training or job vacancies, vacation planning, travel expenses, as well as the option of printing certificates independently are among the most common functions of the ESS. Sensitive data are not accessible via the ESS. The Internet and Intranet access is through a simple interface from the workplace or at home. After an automated data testing a release may be preceded by a supervisor.

Criticism

Problems in the implementation

The problems resulting from tensions between different stakeholders in the company:

The affected employees attach importance to the protection of their privacy and intimacy. An increased control, as well as the fear of replacement of the workplace through a PC application, leading to confusion. The management has a more positive attitude on this issue, with signs of a significant rationalization in general.

Rigid Cast policy

When stubborn compliance of requirement profiles, there is a risk that is not necessarily the better candidate is occupied on an open spot. Information on learning speed, flexibility and other so-called soft skills may at first application steps often not be matched, even though they may more than compensate for technical deficiencies.

Data surge

The more memory is available, the less one thinks about the information to be stored. Due to the mass of stored data, it may happen that one overlooks the necessary data. A particular danger of this movement is for the " electronic personnel file ": Everything is available with IT, and thinking about data quality stops altogether.

One-size- fits- all mentality

With increasing standardization and advancement of integrative solutions to specific business needs of customers moved more and more into the background. After they had realized with the so-called " island solutions " innovative edge, was soon caught up with all of prefabricated relatively standard procedures. Apart from a bit more modern -looking surfaces one is partially also again - after the Internet connections are disconnected again ( the Privacy Policy! ) - At the old " dumb terminals " arrived.

Resources remain unused

Again and again it is said to optimize the staff labor by shifting to the computer, thereby creating capacity for strategic human resource management. If one sums up what the current applications are being used, this is in addition to operations around the payroll especially the administration of business processes ( such as job application, or training): While this is in itself positive, taken alone, but too little. Especially in the area of personnel selection, but also the education and training is a lot of potential.

Employee Self Service without sustainability

One needs and wants much data, and will provide the best employee himself. Of course it makes sense, if the employee enters his or her change of address itself. But he must also book trips? Sign up for this training? And after the training questionnaires to fill ( " formation controlling" )? The case again resulting data surge (see above) remains largely ungesichtet again. Precisely because of the euphoria at ESS has waned. It makes a difference whether an employee self- service system serves to integrate the employees motivation reasons in the processes or processes more efficient.