Final Research Paper on Hris

Research Paper On HRIS

(Human resource information system)

Submitted To: Submitted By:

Mrs. Radhika Bhutani Vipin Kumar

Lecturer, MBA Enrollment no 05720803939

MBA, 2nd semester

BHAGWAN PARSHURAM INSTITUTE OF TECHNOLOGY

AFFILIATED TO GURU GOBIND SINGH INDRAPRASTHA UNIVERSITY

Human Resource Information Systems

TABLE OF CONTENTS

TOPICS PAGE NO.

1. Background 1

2. Current scenario4

2.1 Ameriprise Financial4

2.2Terasen Pipelines6

2.3Shaw’s Supermarkets8

2.4 CS Stars, LLC11

2.5 IBM13

2.6 Toshiba America Medical Systems Inc.15

3. Security HRIS18

4. HRIS software:20

4.1 ABS (Atlas Business Solutions) 20

4.2 HRSOFT: 21

4.3 Human Resource MicroSystems: 21

4.4 ORACLE- HRMS: 22

4.5 PEOPLESOFT 22

5. Suggestion and recommendations 22

6. Conclusion24

7. BIBLIOGRAPHY

Human Resource Information Systems Page 1

Human Resource Information Systems

RESEARCH PAPER TITLE- HUMAN RESOURCE INFORMATION SYSTEMS

NAME- VIPIN KUMAR

ENROLLMENT NO. 05720803909

EMAIL-ID- [email protected]

1.Background

With the changing world and

constant new technology

that is available, managers

need to be aware of the

technology that will increase

effectiveness in their

company.

Human resource information

systems (HRIS) have

increasingly transformed

since it was first introduced

at General Electric in the

1950s.

HRIS has gone from a basic

process to convert manual

information keeping systems

into computerized systems,

to the HRIS systems that are

used today.

Human resource

professionals began to see

the possibility of new

applications for the

computer. The idea was to

integrate many of the

different human resource

functions.

The result was the third

generation of the

computerized HRIS, a

feature-rich, broad-based,

self-contained HRIS.Human Resource Information Systems Page 1

The third generation took

systems far beyond being

mere data repositories and

created tools with which

human resource

professionals could do much

more.

Many companies have seen

a need to transform the way

Human Resource operations

are performed in order to

keep up with new

technology and increasing

numbers of employees.

Terasen Pipelines moved its

headquarters from

Vancouver to Calgary to be

closer to the oil and realized

a major growth in

employees.

In the past recording

keeping was done on paper

and with spreadsheets.

Mangers at Terasen realized

that there was a need to

change to a more

computerized system and

looked into different HRIS

vendors.

By making the move to a

HRIS system, Terasen is

able to keep more accurate

records as well as better

prepare for future growth.

Another company that saw

the benefits of keeping up

with new technology is

WORKSource Inc.

To meet the challenge of

handling 100 new


employees, WORKSource

Inc. acquired Web-based

technology programs from

GHG Corp. like electronic

pay stub, electronic

timesheet software, time-off

system, and human

resource information

system.

By adapting these new

programs, WORKSource

was able to reduce waste

and cost.

The Internet is an

increasingly popular way to

recruit applicants, research

technologies and perform

other essential functions in

business.

Delivering human resource

services online (eHR)

supports more efficient

collection, storage,

distribution, and exchange of

data.

An intranet is a type of

network used by companies

to share information to

people within the

organization.

An intranet connects people

to people and people to

information and knowledge

within the organization; it

serves as an “information

hub” for the entire

organization.

Most organizations set up

intranets primarily for


employees, but they can

extend to business partners

and even customers with

appropriate security

clearance.


1.Current scenario

Ameriprise Financial

The Situation:

The Department of Justice

survey estimates that 3.6

million U.S. households

were victims of identity theft

in 2004.

Trafficking in personal date

goes beyond U.S. borders:

The New York Times reports

that stolen financial

information is often

distributed among

participants of online trading

boards and the buyers are

frequently located in Russia,

Ukraine, and the Middle

East.

One reason clients are

concerned about data

security is the widespread

publicity generated by

breaches at financial

services firm.

In late December 2005, an

Ameriprise Financial

employee’s laptop that

contained unencrypted data

on approximately 230,000

customers and advisors was

stolen from a car.

Other financial services firm,

including Citigroup and Bank

of America, also

acknowledge large-scale

customer data losses in

2005.

President of NCS, Rita Dew,

a compliance consulting firm

in Delray Beach, Florida,

says that the Securities and

Exchange Commission

requires investment advisors

to have policies and

procedures that address the

administrative, technical,

and physical safeguards

related to client records and

information.

The Response:

Ameriprise Financial had to

fight back and had to

implement “layers of

protection.”

It is important for employees

who their primary business

computer, and employees

regularly transport the

computer between home,

office, and meeting sites.

The vulnerability of this

arrangement and the need

for a safety software

program is much needed.

The Outcome:

Employees who are

transporting laptops should

install the Steganos Security

Suite on their computer.

This software allows

employees to create an

encrypted virtual drive on

the laptop that serves as

data storage safe.

Employees stores all client

related data and tax

preparation software

database on the encrypted

drive, which employees has

set up with one gigabyte of

storage space.

The best thing is that when

an employee turns off the

computer the information is

stored “safe”, the software

automatically encrypts the

virtual drive’s data.

The software also generates

encrypted backup files,

which employees store on

CDs in a fireproof safe.

This should keep the data

secure if any employee’s

laptop is stolen or if the drive

is removed from the laptop.

Other financial advisors are

relying on encryption both in

and out of the office.

Other programs that are

being used to protect client’s

information are RAID Level

1 system to store data on

the drives that are encrypted

with WinMagic’s

SecureDocs software.

Encryption ensures that

anyone who steals the

computer will be absolutely

unable to read the data,

even by connecting it to

another computer as a

“slave drive”.

This has given many

financial advisors the

greatest peace of mind.

Terasen Pipelines

The Situation:

Terasen Pipelines is a

subsidiary of Terasen Inc.

located in Vancouver,

Canada and is located in

several provinces and U.S.

states.

In 2001 the company

changed its headquarters to

Calgary to be closer to the

oil.

With the big move, the

company went through a

growth spurt.

With the company in many

different locations and the

growing numbers of

employees, the HR

department saw a need to

find a new system to keep

more accurate records.

The Response:

In the past Terasen had kept

records on paper and with

spreadsheets and with the

growth of the company, this

system does not work as

well as in the past.

In order to compensate for

future growth, Terasen

began to look into HRIS

companies to help with the

HR operations.

After researching different

companies, Hewitt’s

application service provider

model with eCyborg was

found to be the right fit.

The Outcome:

Although there was difficulty

adapting to a new way of

recordkeeping, Terasen was

able to find a system that will

help support the current and

future growth of the

company.

Fortunately, some of the HR

staff had experience working

with an HRIS and were able

to help their colleagues

imagine new processes, as

aided by a system.

One theme often voiced

throughout this process was:

"You guys don't know how

hard we're working when we

can make it so much easier

with a system that could do

a lot of this for us”.

You don't always have to run

to the cabinet for the

employee file just to get

basic information.

It can all be at your

fingertips.

In order to help Terasen

ease the HR burden of

implementing a new HR

system, the management of

Terasen was convinced to

look for a vendor to help

implement and maintain a

HRIS system.

This system has helped

Terasen better prepare for

current and future growth.

Shaw’s Supermarkets

The Situation:

Shaw’s Supermarkets is the

second largest supermarket

chain in New England.

With a workforce of 30,000

located at 180 stores

throughout six states,

Shaw's HR staff is

responsible for managing

employees' personal data.

Their employee mix includes

approximately 70 percent

part-time employees,

consisting of students,

senior citizens, second-job

part-timers, and career part-

timers.

One third of the workforce is

made up of union

associates, and Shaw's staff

oversees the company's

involvement with three

unions and six separate

contracts.

In order to help manage the

workforce, the HR staff

became interested in

centralizing its HR

operations.

The Response:

In order to centralize HR

operations Shaw’s decided

to implement an ESS

(employee self-service)

solution.

The use of self-service

applications creates a

positive situation for HR.

ESS gives HR more time to

focus on strategic issues,

such as workforce

management, succession

planning, and compensation

management, while at the

same time improving service

to employees and

managers, and ensuring that

their data is accurate.

With this solution,

employees have online

access to forms, training

material, benefits

information and other payroll

related information.

The Outcome:

Shaw’s has had positive

feedback since

implementing the ESS

solution.

"The reaction from our

employees has been

extremely positive,"

Penney, VP of

Compensation and Benefits,

says.

"We even had a significant

increase in our medical

coverage costs, and it was

almost a non-issue because

the online enrollment

featured the plan choices,

the employee cost, and the

company subsidy.

An employee self-service

application makes it very

easy for them to understand

their contributions and

coverage options.

I received several e-mails

from employees saying this

was a great change and how

easy ESS was, which the

case is not often when

employees are selecting

their benefit options.

By giving the employees

more access to their

information they are able to

see the benefit choices

available to them.

Employees are also able to

update their information

online, which helps reduce

the paperwork of the past.

Shaw’s has also seen

improvement in productivity

because employees are

updating information at

home, not during work

hours.

CS Stars, LLC

The Situation:

New York Attorney General

Andrew Cuomo has

announced that New York

State has reached its first

settlement with a company

charged with failing to notify

consumers and others that

their personal data had gone

missing.

Cuomo’s office, which

enforces the state’s 2005

Information Security Breach

and Notification Law,

charged CS STARS LLC, a

Chicago-based claims

management company, with

failing to give notice that it

had lost track of a computer

containing data on 540,000

New Yorkers’ workers’ comp

claims.

The Response:

The owner of the lost data,

which had been in the

custody of CS STARS, was

the New York Special Funds

Conservation Committee, an

organization that assists in

providing workers’ comp

benefits under the state’s

workers' comp law.

On May 9, 2006, a CS

STARS employee noticed

that a computer was missing

that held personal

information, including the

names, addresses, and

Social Security numbers of

recipients of workers’

compensation benefits.

But CS Stars waited until

June 29, 2006, to notify

Special Funds and the FBI

of the security breach.

Because the FBI declared

that notice to consumers

might impede its

investigation, CS STARS

waited until July 8, 2006, to

send notices to the 540,000

New Yorkers affected by the

breach.

On July 25, 2006, the FBI

determined an employee, of

a cleaning contractor, had

stolen the computer, and the

missing computer was

located and recovered.

In addition, the FBI found

that the data on the missing

computer had not been

improperly accessed.

The Outcome:

New York's Information

Security Breach and

Notification Law, effective in

December 2005, requires

businesses that maintain

computerized data which

includes private information

to notify the owner of the

information of any breach of

the security of the system

immediately following

discovery, if the private

information was, or is

reasonably believed to have

been, acquired by a person

without valid authorization.

The law affects not only

businesses in their dealings

with their customers, but

employers in their role as

custodians of employees’

personal data.

Without admitting to any

violation of law, CS STARS

agreed to comply with the

law and ensure that proper

notifications will be made in

the event of any future

breach.

The company also agreed to

implement more extensive

practices relating to the

security of private

information.

CS STARS will pay the

Attorney General’s office

$60,000 for costs related to

this investigation.

IBM

The Situation:

IBM's paperless online

enrollment system,

introduced in 1999, has

proved to be a winner for

both the company's 135,000

active U.S. employees and

the company, according to

Cathleen Donnelly, senior

communications specialist at

company headquarters in

Armonk, N.Y.

The company saves $1.2

million per year on printing

and mailing costs alone,

Donnelly says, and the

employees’ can take

advantage of a variety of

technologies to learn about

issues, research program

information and access

decision support tools from

their desktop computers.

The Response:

One of those tools, a

personal medical cost

estimator, enables

employees to calculate

potential out-of-pocket

health care expenses under

each of the plan options

available to them, Donnelly

says.

Employees log in personally

and are greeted by name

and with important

information regarding their

benefits enrollment, such as

the deadlines and when

changes take effect.

They automatically get

access to health plans that

are available to them, and

the calculator lets them

compare estimated benefit

amounts for each plan.

"Employees can select the

health care services they

expect to use in a particular

year, estimate expected

frequency of use, and

calculate potential costs

under each plan option,

Donnelly says” The

feedback that we've

received from employees

tells us that this tool has

really helped them to make

a comparison between plans

based on how they consume

medical services."

The calculator shows both

IBM's costs and the

employee's

The Outcome:

"Since we began offering

online enrollment, we've

learned that employees want

web access," Donnelly says,

so they can log on at home

rather than through the

company intranet.

So the company has been

working to put in place a

web-based enrollment

system that employee and

retirees can access from

anywhere.

Employees can get

summary information on the

plans, drill down into very

specific details and follow

links to the health care

providers for research.

Donnelly says the system

has received high marks for

convenience because

employees can "get in and

out quickly."

Toshiba America Medical

Systems Inc.

The Situation:

Lynda Morvik, director of

benefits and human

resources information

systems at Tustin,

California-based Toshiba

America Medical Systems

Inc. (TAMS), thought it

would make sense to add a

benefits communication

component to it.

By having all the benefit

information online, the

TAMS employee handbook

would also be a living

document, enabling Morvik

to make changes when

necessary.

Such was the case halfway

through the project, when

TAMS changed health care

plans from Aetna Inc. to

United Health Group Inc.

The Response:

TAMS, an independent

group company of Toshiba

Corporation and a global

leading provider of

diagnostic medical imaging

systems and comprehensive

medical solutions, such as

CT, X-ray, ultrasound,

nuclear medicine, MRI, and

information systems, had

been using a payroll service

bureau and an in-house

solution for HR that didn't

include easy-to-use

consolidated reporting or an

employee portal.

After evaluating UltiPro

alongside several enterprise

resource vendors, TAMS

selected Ultimate Software's

offering and went live in

September 2002 after an on-

time and on-budget

implementation.

Almost immediately upon

rolling out the UltiPro portal

to employees, TAMS began

seeing improvements, with

an estimated 70% increase

in open enrollment

efficiency.

The Outcome:

In an effort to expand the

usage of the Web beyond

the benefits enrollment

process, TAMS has posted

a library of documents and

forms on its HR portal,

including the benefits

handbook, which garnered a

2004 Apex Award for

publication excellence.

That same year, Business

Insurance magazine also

gave TAMS the Electronic

Benefit Communication

(EBC) award for outstanding

achievement in

communicating employee

benefits programs over the

Web.

To continue elevating its use

of Ultimate Software's

HRMS/payroll solution,

TAMS modified the UltiPro

portal to meet the imaging

company's unique needs.

It was completely integrated

with several proprietary

applications created to

address compensation and

performance management

issues so that TAMS

employees have a central

location for comprehensive

workforce and payroll

information from a Web

browser that they can

access with a single sign-on.

3. Security HRIS

The privacy of employee

information has become a

major issue in recent years.

With identity theft becoming

a common problem,

employees are becoming

more sensitive about who

sees their personal

information, and the security

it is kept in.

By making sure employee

information that is kept in the

HRIS is relevant to the

company and making sure

there is limited access

(password protection) to

such information, companies

can make its employees

more secure with the safety

of their information.

Whether electronic or paper,

employee files deserve to be

treated with great care.

Establishing security and

end-user privileges calls

for a balance of

incorporating, HR policy,

system knowledge and

day-to-day operations.

One company that faced

a major security issue

was CS Stars, LLC.

CS Stars lost track of one

of its computers that

contained personal

information that included

names, addresses and

social security numbers of

workers compensation

benefits.

The bigger problem was

that CS Stars failed to

notify the affected

consumers and

employees about the

missing computer.

Though the computer was

retrieved and no

information seemed to

have been harmed, many

employees lost their

sense of security with the

company.

New York's Information

Security Breach and

Notification Law, effective

in December 2005,

requires businesses that

maintain computerized

data which includes

private information to

notify the owner of the

information of any breach

of the security of the

system immediately

following discovery, if the

private information was,

or is reasonably believed

to have been, acquired by

a person without valid

authorization.

Another company that

experienced a breach in

security is Ameriprise

Financial. In late 2005, a

computer that contained

personal information on

clients and employees

was stolen.

Because many of the

employees at Ameriprise

take their computers

between work and home,

the company determined

there was a need to put

more security into those

computers.

Ameriprise made sure all

employees had the new

security suite installed on

their computers.

By responding quickly to

the need for more

security, Ameriprise made

sure all information is

being kept secure.

Making sure employee’s

information is kept as

secure as possible there

will be more trust in the

company and the HR

employees working with

that information.

4. HRIS software:

4.1 ABS (Atlas Business

Solutions):

General Information,

Wages information,

emergency information,

Reminders, Evaluators,

Notes customer

information, Documents

and photos, Separation

information.

4.2 HRSOFT:

Identify and track senior

managers, Assess

management skills and

talents, Generate a wide

range of reports,

resumes, employee

profiles, replacement

tables and succession

analysis reports, Identify

individuals for promotion,

skills shortages,

unexpected vacancy,

Discover talent deep,

Competency

Management, career

development, align

succession plans etc.

4.3 Human Resource

MicroSystems:

Sophisticated data

collection and reporting,

flexible spending

accounts, compensation,

employment history, time

off, EEO, qualifications,

Applicant/Requisition

Tracking, Position

Control/Succession

Planning, Training

Administration,

Organization Charts,

HRIS-Pro Net

(employee/managerial

self-service), HR

Automation (eNotification

and eScheduler), and

Performance Pro

(performance

management)

4.4 ORACLE- HRMS:

Oracle iRecruitment,

Oracle Self-Service

Human Resources,

Payroll, HR

Intelligence, Oracle

Learning Management,

Oracle Time and Labor.

4.5 PEOPLESOFT:

Enterprise eRecruit,

Enterprise Resume

Processing, Enterprise

Services Procurement,

Workforce Planning,

Warehouse.

5. Suggestion and

recommendations

When the administrative

processes and tasks of

the human resources

department have become

overwhelmed,

implementing a human

resources information

system (HRIS) may be a

viable solution.

Common administrative

tasks that involve

completing paperwork,

filing reports, and

updating benefits

information account for a

large portion of the HR

department's time and

the advantages of

HRIS would help.

Businesses of all sizes

are already recognizing

the advantages of HRIS

and implementing the

software to improve

efficiency for the entire

organization.

Here are some of the key

benefits of HRIS software.

HRIS provides:

Easy-to-update

compensation and review

information

Self-service options for

different users in the

organization

Efficient benefit

administration and

updating

Applicant tracking during

the recruitment stage

Easy compliance and

statistics reporting

modules

Email scheduling

capabilities and improved

communications with

employees

6. Conclusion

The main conclusion of this

paper is the realization that

the use of business HRIS is

in a developing and retrieval.

In spite of this, it is

recognized the positive

influence that these systems

have in the recruiting

process, which make us

think that HRIS will gain a

place in many organizations

in the short and medium

term.

Regarding the commonest

applications of HRIS,

findings indicate that a fairly

large percentage of firms

rely on these systems for at

least one the stages of the

recruitment process.

Nevertheless, the presence

of these applications is

scarcer for the most

complex and delayed in time

tasks, such as decision

making processes, because

they require, in return, more

complex HRIS.

It was also observed that

two groups of organizations

lead the HRIS

implementation trend:

The parent companies, with

regard to their subsidiaries,

and the largest firms in

terms of number of

employees.

This seems a logical finding

because their more complex

structures may benefit more

of the advantages of HRIS

to increase the efficiency of

their recruiting processes.

Besides, HRIS are found to

be preferred in combination

with other HRM practices,

instead of on their own.

This reveals that human

judgment is still the main

criterion for making

decisions in this area, albeit

assessed or supported by

the information provided by

the HRIS.

Final Research Paper on Hris

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Transcript of Final Research Paper on Hris