Information Systems - Human Resource Information System

 Its primary objective is providing suitable manpower in number and with certain ability, skills and knowledge as the business organization demands from time to time.
Its goal is to control costs through increase in productivity by following techniques

•  Human resource development through training and upgrading the skills
•  Motivation through leadership and job enrichment
•  Promotion and rewards through performance appraisal
•  Grievance handling
•  Structuring the organization.

The various documents which serve as inputs for HRIS are as follows

•  Personnel application form
•  Appointment letter
•  Attendance and leave record
•  Biodata , self and family
•  Appraisal form
•  Production /productivity data on the jobs
•  Wage /salary agreement
•  Record of complaints, grievances, accidents
•  Industry data on wage/salary structure
•  Industry data on manpower, skills. Qualifications
•  Record of sources of manpower – university, institution, companies
• Record on manpower application trend in view of automation and computerization

Accounting
Following entries are accounted in the HRIS

•  Attendance
•  Manpower
•  Leave
•  Salary / wages , statutory deductions
•  Loans and deductions
•  Accidents
•  Production data
•  Skills
•  Biodata
•  Family data

Human resource management has the following questions

•  Who is who ?
•  Strength of the section,department, division
•  Number of persons with a particular skill.
•  Attendance, leave and absenteeism record of all employees.
•  Salary/wage of employees.
•  Designation and number of persons holding these designations
•  Personal records of the employees

these queries are processed with employee number, skill code, department code as keys.

Analysis:

•  Analysis of attendance by a class of employees
•  Leave analysis by a group of employees
•  Trend in the leave record
•  Analysis of accidents and types
•  Analysis of salary/wages structure.
•  Analysis of overtime

 Control

•  Probable absence versus workload
•  Projection of personnel cost against manpower increase
•  Assessment of accident records against safety measures taken
•  Personnel cost versus industry cost and its projection
•  Projection of manpower needs and evolving recruitment and training programmes

Statuatory reports

•  Attendance record
•  Strength of the employees by category
•  Provident fund, ESI reports, ledgers and returns
•  Accident reports
•  Income tax Form 16,24A
•  Strength of employees to Director General of Technical Development

These reports are submitted to various government agencies .

Information updates

•  Daily attendance report
•  Employee strength
•  Joining and transfer of employees
•  Personnel cost by department, job product
•  Periodical statements showing personnel costs by salary/wages, overtime.

 Operation updates

•  Daily attendance to plan the workload
• Overtime versus work completed
•  Projected absenteeism and distribution of workload
•  Cost of personnel by jobs or work completed.

Decision analysis

•  Analysis of attendance for season, festival and by skills, scheduling of the jobs accordingly
•  Overtime analysis by department, employees and job to decide the strength of personnel
•  Analysis of accidents and deciding on safety measures and training
• Cost analysis by personnel vs jobs vs skills and planning for new recruitment's

 Action reports

•  Recruitment and additional manpower or subcontracting of jobs
•  Acceptance of orders on the basis of workload
•  Reduction, transfer and reorganisation of employees to control costs
•  Preparation of training and development programmes with specific needs.

Most of these reports are used by people in operations management