HUMAN RESOURCE INFORMATION SYSTEM

The human resource information system (HRIS) is ―the composite of databases, computer applications, and hardware and software necessary to collect/record, store, manage, deliver, present, and manipulate data for human resources‖ (Broderick and Boudreau, 1992). A survey conducted in 1998 (Ball, 2001) showed that 60 percent of Fortune 500 companies use the HRIS to support daily human resource management (HRM) operations. The last decade has seen a significant increase in the number of organisations gathering, storing and analysing human resources data using Human Resource Information Systems (HRIS) (Ball, 2001; Barron et al., 2004; Hussain et al., 2007; Ngai et al., 2006). Strategic value can be derived using HRIS tools that assist decision-making concerning vital HR functions (Farndale et al., 2010; Troshani et al., 2011). HRIS gave the information needed the strategic planners to forecast future workforce demand and supply. Human Resource Planning is the procedure used to tie human resource issues to the organization's business needs. Human Resource Information Systems (HRIS) have become one of the most important tools for many businesses. HRIS is advancing to become its own information technology (IT) field. With HRIS, the administrative efficiency maintains faster information processing, improved employee communications, and greater information accuracy (Overman, 1992; Beadless, et al., 2005), 18 lower HR costs and overall HR productivity improvements (Beadles et al., 2005;Dery et al., 2009; Wiblen et al., 2010; Troshani et al., 2011). As valuable as HR planning is, many companies ignore this opportunity. Human resource planning links people management to the organization‘s mission, vision, goals and objectives, as well as its strategic plan and budgetary resources. A critical component of an effective HR plan is the method of forecasting. 

HRIS offer an alternative channel of communication with employees and line managers by carrying organisation wide news stories and highlighting policy changes. As for employee and manager, self-service one of the fastest growing trends in the delivery of HR information is employee self – service. HRIS applications help employees to access and maintain HR information about them. Human resource information (HRIS) is a system that help an organization acquire, store, manipulate, analyses, retrieve, and distribute information about an organization‘s human resources (Tannenbaum,1990). Human Resource Information Systems (HRIS) is a process that utilizes the information technology for the effective management of human resource functions and applications. Actually HRIS is directed towards the HR department itself (Ruel, Bondarouk & Looise, 2004), but the use of HRIS can provide a number of benefits not only to the HR function, but also line managers, and the wider organization (Parry, 2009). This current research study is an attempt to create a framework for the study of the effectiveness of the applications of HRIS .The Objective of study 19 are to study the Effectiveness of HRIS Recruitment application in the organisation, to explore the contribution of Human Resource Information System in Human Resource Planning and to study the use of Human Resource Information System in corporate communication. The Research problem understood were, HRIS does not play a significant role in Macleod‘s Pharmaceutical HR planning department to manage their employees fairly, equally and transparently. How does HRIS contribute to HR planning? Do the available HRIS functionalities adequately support organisational HR planning efficiency and effectiveness? This dissection is to investigate the contribution of HRIS to human resources planning through forecasting supply of human resource , training and development subsystems to reveal the strength of HRIS as a management information system and as a decision support system as against a mere transaction processing system. The current study research question were - How effective and efficiently does the HRIS recruiting application in the organisational planning? How effective and efficiently does the Human Resource Planning HRIS recruiting application in the organisational planning. This study would guide future HRIS users to make optimum use of HRIS functionalities in HR planning rather than employing it only for administrative works. 

The Study framework consists of 3 sub systems of HRD: HRIS recruitment, HRIS Human Resource Planning and HRIS Corporate Communication. HRIS recruiting subsystem represents the functionalities of HRIS job analysis and inventory control. HRIS labour Forecasting and 20 Succession planning contributed by HRP system. HR – Employee relation and Employee – Management relation represent Corporate Communication Application. A case study of Macleods Pharmaceuticals Ltd. was used for this study purpose The data of 100 respondents were collected. Research strategies developed to plan and answer the research questions. Sampling method used is quota sampling, which was divided into 3 subset viz HRD, IT specialist coordinating HRIS and Employees using HRIS. Data collected through the questionnaire provided standard data allowing easy comparison. The facts generated from the HR and the employees through field visits to Macleod‘s pharmaceutical Ltd. HRIS through questionnaire, which was designed base on many variables. Hypotheses were generated for future research. From the following statements 1. Use of HRIS job analysis process in an organisation improves the efficiency and effectiveness of HR planning. 2. The greater utilisation of HRIS Forecasting Demand and Supply analysis in an organisation increases the efficiency and effectiveness of HR planning. 3. Succession planning of HRIS increases the efficiency and effectiveness of HR planning of an organisation. 4. HRIS implementation is a factor for effective communication in the organisation Questionnaire, designed using the likert scale method was e-mailed to the senior HR executives and the employees of the organisation who deals daily 21 with HRIS to get their views. The questionnaire was based on three main sections; namely HRIS role in Human Resource Planning Forecasting demand and supply, HRIS role in Recruitment - Job Analysis and Communication - HR distance and isolation from the employees. HRIS vendor‘s web sites used to find out the correct HRIS users, HRIS features, and cost. Journal articles and references used to find out information on previous research work relevant to Information system, HRM, HR planning and HRIS Survey reports by Chartered Institute of Personnel and Development were also used for reference. HRIS role identified from three sub systems: HRIS recruiting subsystem, HRIS Human Resource Planning subsystem, and HRIS Communication. From these three sub systems, mediate variables identified considering available HRIS features. Data requirements table were made, variable analysis code were formed which comprise of the Principle code JA – job analysis, LD- Labor Demand, SPSuccession planning. HRIS job analysis process efficiency and effectiveness measured using three factors JA1, JA2 AND JA3. HRIS E- recruitment efficiency and effectiveness measured using three factors ER1, ER2, ER3. HRIS labour demand and supply analysis process effectiveness was measured using six factors namely LS1, LS2, LS3, LD1, LD2, LD3, SP1, SP2. HRIS communication analysis effectiveness measured using three CO1, CO2, and CO3 factors. 22 Data analysis was done using Minitab 17, a statistical tool. A single sample ttest was conducted using a hypothesized mean value of the variables. JA1 represent - HRIS identifies unfilled positions accurately. The most favorable answer was agreed with 45% of the total respondent for JA1. JA2 represent - HRIS analyses each job description and its job specification. The most favorable answer was neither agrees nor disagreed with 35% of the total respondent for JA2. JA3 represent - HRIS evaluates the recruiting processes effectively. The most favorable answer was strongly agreed with 48% of the total respondent for JA3. ER1 represent- HRIS leverages employee‘s talent in the right place at right time. The most favorable answer was strongly agreed with 46% of the total respondent for ER1. ER2 represent HRIS help to reduce costs. The most favorable answer was strongly agreed with 46% of the total respondent for ER2 .ER3 represent - HRIS eliminates unsuitable applicants early and focus on promising candidates. The most favorable answer was strongly agreed with 40% of the total respondent for ER3.The most favorable answer was strongly agreed with 59% of the total respondent for LS1 which represent HRIS forecasts supply of human resource. LS2 represent HRIS estimates future human resources requirement of the organization. The most favorable answer was strongly agreed with 32% of the total respondent for LS2. The most favorable answer for LS3 which represent HRIS ensures organization has right kind and numbers of employees at right place at right time( EMPLOYEE PLACEMENT ) was strongly agreed with 27% of the total respondent. The most favorable answer was strongly agreed with 48% of the total respondent for LD1 HRIS manages internal information within the 23 organisation.LD2 represent HRIS manages external information outside the organization. The most favorable answer was strongly agreed with 32% of the total respondent for LD2. The most favorable answer was agreed with 49% of the total respondent. SP1 represent HRIS identifies a logical progression path and the steps required for advancements. The most favorable answer was agreed with 53% of the total respondent for SP1. SP2 represent - Future supply and demand of labor can be forecast using What-If analysis function of HRIS. The most favorable answer was agreed with 51% of the total respondent for SP2. CO2 represent - HRIS create platform for Open Communication. The most favorable answer was agreed with 51% of the total respondent for CO2. This reduced data was further analyzed by applying t- test. Above graphical analysis aim was to compare the sample mean with the hypothesized mean for probability estimation, that the sample mean is different by chance or random occurrence. Summary tables show the means and grand means of five factors those were helpful to explain the direction and extent of difference of perceptions of managers/employees in the organization. Research findings clearly show that HR executives are well aware that they can increase the efficiency of HR planning through HRIS, saving time and cost. However, findings do not support the premise that HRIS increases the efficiency of HR planning other than in functional work such as job analysis. 24 Organizations should identify the strategic value and competitive advantage that they can gain through HRIS in HR planning. Strategic planning linked with the HRIS can make the organization efficient for merger, acquisition and takeover. Corporate Communication through HRIS could build up strong organization culture, which has been least bother in the organization. Human Resource Information System will help the organization in building corporate image. HRIS role can be studied in any of the sector as human resources are assets of the organizations irrespective of the sector. Consequently, same research can be conducted in future to know whether HRIS is improving with changing time or not. The foremost research limitation is on the subject of the industry perspective. The research study was restricted to those respondents who wish to respond to the questionnaire; therefore future research might focus on a generously proportioned sample of respondents, in order to validate the results of the study.