HRIS

Human Resource Information System :



Before we talk about this system in specific we should identify what is Human Resource Management (HRM) and Information System ( IS) ,

Human resource management  is a function performed in the organization that use employee effectively to achieve the individual and its organization goals .it dealing with employees relation ship involving in it the decisions, actions, and issues .

While, Information system:'' is colleting ,processing, storing ,analyzing and disseminates information for a specific purpose , its processing input to output and sent to users or any system via network''21 . 

Before,  Human resource Management was depending on IS professionals to apply and develop applications ( ''which is a lower priority than other management functions''5)  But now most of the organization apply an information system that help them  performing HR functions in more efficient and systematic way by using technology, reducing time and cost,  its an  intersection between human resource management (HRM) and information technology

This system called HRIS.

Human resource information system (HRIS)  is computer based application  that collects and analyzes  data and information of  all the employees that are needed  whether for Human Resource,  payroll, management , accounting and other functions  in the company and are kept in a database , allows the user to access and utilize the data .



Alain municipality Applied one of HRIS software which is (Oracle HRMS,) in 2008,  which is an internet-based application that serves as a centre for all company people-related activities, including ''communication, development, measurement, and compensation''. 6

as its known ,  the goal of any  HR is to provide the  best quality and effective workforce for the company , regardless of industry segment, or geography,  so oracle software help  the municipality  transferring and supporting their HR functions(job applicant ,  recruitment, selection, hiring, , performance appraisals, employee benefit analysis,, retaining …etc) from mostly administrative departments to functions that develop and  provide programs and using the basic  skills and knowledge needed  to improve worker effectiveness ,efficiency, and productivity..

HRMS area is used in the Intranet of the company, (which is an internal network that use of ''World Wide Web technology (browsers, servers, etc.)''5 to collect and disseminate information in the company. Moreover, its linked external internet, but its secured and its used by authorized users only .. to access the information in the internal components , and its easy to provide statistic extract on HRIS Data forms and tables, creating custom and fast reports in the system that are needed . to keep details like: ( employee profiles, absence reports, salary administration…or any specific cases ) . Also, other reports solve different HRM issues ''(e.g., succession planning, compensation planning, equal employment opportunity monitoring'' needed .the intranet allowing ''employees completing forms online for benefits programs, let them submit suggestions, filing of various claims.'' 5.

While the extranet its used too in secured environment to communicate with the clients .

The purpose of using HRIS :

• reducing the manual workload of administrative activities, and operations to be performed electronically by using  human resources management systems
• Provide data and returns for the government and other legal agencies.
•  Building organizational capacity
•  Design the organizational structure and career
• Increasing labor force size
• technological progress .
  

HRIS users :

The self services which is part of the (HRIS) system is used by the whole employees in Al Ain Municipality , In the other hand, the whole system is used by HR department .

HRIS Application  :

we will talk about each one in details as well as some additional information in some points; we got it from our interviewing with the HR specialist in the municipality:

1. Payroll
2. Work Time
3. Benefits Administration
4. recruiting
5. training
6. Employee Self-Service

The payroll module

• It help the municipality to  manage the pay process and compensation data by collecting data on time and attendance of the employee ,
•  Using simple, configurable formulae to calculate  different deductions , and providing periodic pay cheques . Also, calculating automatic deposit ,correcting errors while preserving the current accounts. 
• the Data in general get from the human resources and time keeping units . This module can include all transactions of the employees and integrate them  with existing financial management systems. Complete integration with payroll and other company financial software and accounting systems.  . moreover , the system forming security for unique access and keep audit logs of changes, and  use standard reports to view and analyze payroll data

Bonus : the system can calculate also the bonus like : :

1- citizen bounus :as  the degree reduced  7,8,9 –he  get an increase like AED 1000 and if the degree increased he will get AED 800

2- supplementary bounus : calculated automatically depend on the position degree

3- sons bonus :  their functional data are written and then modify the exchange: first born

Number of children: 2

Date of procedure: 29-3

Value: 600 or Salem born at the date 20-3, the employee must  send a passport picture , birth certificate  and family book with full attachments  as evidence to accounting department. 600x2=1200 AED

Work time module

 its the most progress and flexible module in collecting data of  time and work effort , by automates the time and attendance record-keeping process, its offer an easy way to  submit, review, track, and approve timecards. In addition to that, collecting data analysis features ,labor distribution capabilities as well as Cost  analysis and control  and efficiency metrics.

Benefits administration module

 Provides municipality a system'' to manage  and track employee participation in benefits programs''8. These include insurance, vacations, compensation,profit sharing, stock options,  and retirement,)

Vacations: the HR specialist  enter   the credit  of the employee  vacations from the first appointment of him , every month he got it  / / / For example, if he request for vacation without pay : the HR specialised use the system to determine his name, date and duration of the holiday,  the form is printed and signed by the Director.  the types of vacations are allowed  Hajj or Omra'h vacation , performing  exam ,full-time study

Notice of return: If he return  from vacation \ \ he must notify that through self-service \HR  specialist make sure these data in the system and pull this procedure and send it to financial department .

Termination

through the system also the HR specialist can provide Report a list of  people moved to and from  the municipality: transferring from municipality , is termination , so, The system show full termination data for employees who have the services end, since the first year until today's date , with the Cause of end services whether  are : getting  out of the country \ \ resignation \ firing of the function or administrative decisions, retirement .

Also, this employee can request   an experience certificate in working in the municipality from 2000 – 2011.

The Certificate of transferring: from municipality: 

Include: employee name \ gender\ file number \ job title \ appointment Date \ marital status \ basic salary \ complementary allowances  \ social allowance \ sons allowance  \retirement discounts and Total salary   = total how much he received

the HR specialist Enter the employee number , Date of transfer: procedure (the decision of the municipality Director of transferring at number................ issue date ........... ......and year.

It's submitted to: whom it may concern, or to Bank\ or ant direction must be specified

The report is printed  5 copies: a copy for the Director of Administration and the Executive Director , a copy for the human resources and put issued a number and send the original copy to the  accounting department  to be sent to the financial the of Abu Dhabi and another copy in  an employee File , copy in HRIS.

Recruiting module:

Recruiting is attracting and finding employees, testing them and selecting which one to hire its  to fill the available positions in the organization .

The municipality use Internet advertising to recruit from other countries as well as other methods (Advertisements in local and foreign newspaper , , help of local employment agencies but not employment agencies in foreign countries , use temporary employees , referrals from current employees , College recruiting  are used  too) .

using recruiting websites that market both employment and applicants , the system provide ( i-recruitment) that  help  ''manager and  recruiters, in finding, recruiting, hiring efficiently , and tracking new employees Simplify the candidate process by using a resume extraction tool  to pre populate profiles, Manage job vacancies and  use automated matching functionality to determine fitting  candidates for the available job, managing the interview process too.'' 7

The system Records details of recruitment activities such as cost and method of recruitment.

Hiring:

As we mention The system   keeping and managing employees information. Reporting and analysis them as well as the data if he previously worked in another company

So, When hiring a new employee  the HR specialist insert:  full of personal data in the software (ID Number \ Date of Birth \ Age updated\ \ Nationality\ scientific qualification : \ marital status(in case he is married he got sons allowance 600 contracts \…etc)  , job title and salary  His previous experience added  ,, if he is a previous employee With the reason for termination: the resignation or retirement. for example Employed in the water and electricity \ Alain\ UAE\ government or private \ work history: 2008 \ 2009

And when he becomes an employee of the municipality, he has given a an appointment Number \ self-service(  to submit the things he  want and adding  his CV) and E-mail if  Anything new in the system will send via email.

 

The training module

Training means   is systematic process to change  the behaviors of employees in direction to achieve the company goals to improve the current or future performance, its crucial for new and present employees and its aim   . In the municipality , every employee has the right Training shares during the whole year,,, in the year 2011 was reduced  hours of training equal to almost 40 hours, and every employee must achieve 40 .

The system provides a Learning Management System ( LMS) to manage and track employee training and development efforts.

• Allows HR tracking employee's education, qualifications and skills, storing records of acquired skills and monitoring the skill database.
• specifying training courses and offered them in date specific courses with delegates and training resources are set and managed in same system.as well as books, CDs, e - learning or using materials to develop skills

Learning Management System ( LMS) ''allow managers to approve training, budgets and calendars with performance management and appraisal metrics''8

Promotion

According for the promotion , 

For example, procedure:  Employee in the Department of Training,

HR Specialist  enter in the system: her national / Permanent staff function/position degree / Deducted from the retirement whether he single or married

- position  Degree  change: from the fourth to third degree \ Effective Date \ functional history (appointment date\ upgrade : last  upgrade for her 5/9/2011 if the specialist put 3-5-2011 she will return  to the old degree  

Enter modified Salary after upgrade: 10500 AED

Employee Self-Service module  

Self-service has been activated in the municipality in the year 2010 and each employee has username and password to enter this service

its allow both manager and employee to access and update  information and transactions. by using a portal view that is customized to ''an individual’s role, experience, work content, language, and information needs''7. Its like  a single point of entry to all HR information and processes. .

Self  service  also Empower HR specialists  to manage Functional data (department \ Job Title\  position history \salary \grade \ provide  training course \ mission work \.... and more) . Also, perform transfers, , employee training enrolments, terminations, compensation and performance reviews,

For  The employee and  workers, allow them   manage and update  personal data   \ resumes, contact details \ scientific Qualifications\ request scholarships \ submit vacation in  the system after it depends from the director and the credit  of his vacations appears to him instead of calling  HR department \ encashment  (if he wants to sell his vacations ).
Also, employees can query attendance records  and perform transaction without going by himself to HR department. 

To Whom it may concern: he request from system total salary certificate or a detailed or whom it may concern and wants to submit to a government body or bank ....he can  receive it from the department or by delegate .

**Also, He can Ask the human resources any Question, and  they respond to him from the system

this picture show how to use Self-service Quick tips  

here Video how HRIS is working:

HRIS Benefits: 

• Establishing simplified   and systematic procedure
• Provide Speedy information  processing and classification ,
• More accurate and timely  information , quality reports and good work culture
•  Quick response in answering  queries .
• minimize paperwork so  Less time spent on tasks = less money
• Enhanced employee self management  and communications across functional area. 
• Better  analyzing lead to more efficient decision making
• Removing  personal biases and  provide transparency in the system
• Minimizing duplication efforts lead to cost reduction .
• Integrating the human resource, career planning and performance management  function with other business functions in the company to better service to employees ( as oracle HRMS software )

HRMS Limitation:

• the system is working effectively , but sometimes its lagging or slowdown
• As the system is friendlier to use, it can be easier to be in danger in accessing employees’ personnel records illegally by someone from inside or outside of the organization.