CHAPTER 12: MANAGE HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
12.1 Introduction
This unit specifies the competencies required to create and manage Human Resource
Information System (HRIS). It involves creating, reviewing and maintaining a human
resource data base, automating the human resource processes and training employees on self-
service information systems.
12.2 Learning Outcomes:
List of Learning Outcomes
a) Create a human resource data base
b) Automate the human resource processes
c) Train employees on self-service information systems
d) Maintain the Human Resource Information Systems (HRIS)
e) Review system features
TOPIC 1 / ELEMENT 1: CREATING A HUMAN RESOURCE DATABASE
Learning Outcome 1: Creating a Human Resource database
1.1. Identification of the needs of an organization
for a human resource data-base.
1.2. Determination of the functionality of the data
base according to organization’s needs.
1.3. Determination of the components of the data
base.
1.4. Sourcing and procurement of software that
meets the needs of the organization based on
organization’s procedures.
1.5. Identification of Human resource data to be
uploaded in the data-base.
1.6. Uploading of Human resource data.
2.3 : Creating a Human Resource database
Introduction
This learning outcome covers identification of the needs of an organization for a human
resource data-base, determination of the functionality of the data base according to
organization’s needs, determination of the components of the data base, sourcing and
procurement of software that meets the needs of the organization based on organization’s
procedures, identification of Human resource data to be uploaded in the data-base and
uploading of Human resource data.
Definition of key terms
©TVET CDACC 2020 1
,Human Resource database: The HR database is the process through which transactions in
relations to time, payment processing, recruiting process, benefits and various HR data
gathering procedures are recorded, kept and retrieved in different ways.
Database need: Is refers to the need to typically design so that is it easier to store and access
information.
Content/Procedures/Methods/Illustrations
INTRODUCTION TO HRIS
The Human Resources Information system (HRIS) is a software solution that allows data to
be entered, tracked and managed in relation to the work of the human resource operation
within the company. The HRIS began in 1950s and continued to 1960s and founded on
payroll system.
Functionality of the data
• The data help in sorting the requirement of the company from the most needed to the
one that are not urgently needed.
• The data serves as a summary of the requirement of the company.
• The help in organization, interpretation and presenting information
• When data is properly handled, it can help the company to maximize on profits and
minimize losses
• Data serves as the source to monitor how workers are offering their services within
the organization.
Components of the data base.
The database is divided into hardware, software, data, procedures and the languages used to
access data.
©TVET CDACC 2020 2
,Figure 39: components of database from aspoi.com
• Hardware: this means the computer, disks and other physical components which are
without data.
• Software: this is the centre of the database and it controls all the activities of the
database. It also allows storage, accessing and retrieving as well as updating data.
• Data: This is the resource upon which the database management system is founded.
This allows the use and storing of information.
• Procedures: These are the instructions on how to use the database. This includes the
procedures to install a database management system.
• Language used to access the data: This is a language designed to give commands of
accessing, inserting, updating, and deleting data in the database.
• User: These are the people who key in the database information the different levels,
those that store, retrieve, access, update or delete.
• Database software: This is a software program that is designed for creating, editing,
storing, searching, extracting, automating, and maintaining database records.
Therefore, the users can manage data in formal ways like structured fields, rows and
charts.
Types of databases
• Hierarchical
• Network
• Object
• Relational etc.
Database functionality
©TVET CDACC 2020 3
, Uses/Purpose of data base
• The HRIS help storing and collecting employees’ data in a company.
• It encompasses fundamental operation required to effectively deal with the end to end
HRM.
• The HRIS has a system that is helpful in the process of recruitment of employees,
managing the performance of the employees and learning within the company.
• The seniors can effectively train the junior employees to take up the responsibilities in
different situations.
• The HRIS help in evaluating and shift management of the employees.
Advantages and Disadvantages of data base
Advantages of data base
• Data abstraction: This is where complex data is hidden from normal user
• Managing Data redundancy: This is where data various copies of same data are
availed.
• Reduced data inconsistency: This solve the challenges of having different files with
different information about a given object or person.
• Easier manipulation of Data: Adjustments can be affected easily once the data is
entered; this includes inserting, modifying and deleting.
• Sharing of Data: The sharing of data is easier with various people within the
organization and outside the organization. This help in saving the cash that would be
spent carrying data from one place to another as well as the time that could be spent
sending one data after another.
Disadvantages of data base
• The cost of the hardware and software is higher
• The cost of maintaining data and converting data is expensive
• It is expensive to train the staff members
Uploading of data
Uploading is the process of sending data from one computer to another different computer,
phone etc. through the internet
The Steps of Uploading Data
Step 1: The data file to be uploaded must be screened for viruses and errors. If the results
show that there are no errors and viruses it’s passed to the next step.
Step 2: The data is plotted to help the use check outliers. With acceptance of any outliers the
file is taken to the last stage
Step 3: At this point the file is ready to be automatically uploaded to DATRAS database.
The HR Software are classified into three main classes
• The HRIS: Have four traditional functions for the human resource management.
These include individual tracking, benefits of administering and payroll
• Workforce management: This is based on the application of strategies that track the
employees and has employees scheduling.
©TVET CDACC 2020 4
12.1 Introduction
This unit specifies the competencies required to create and manage Human Resource
Information System (HRIS). It involves creating, reviewing and maintaining a human
resource data base, automating the human resource processes and training employees on self-
service information systems.
12.2 Learning Outcomes:
List of Learning Outcomes
a) Create a human resource data base
b) Automate the human resource processes
c) Train employees on self-service information systems
d) Maintain the Human Resource Information Systems (HRIS)
e) Review system features
TOPIC 1 / ELEMENT 1: CREATING A HUMAN RESOURCE DATABASE
Learning Outcome 1: Creating a Human Resource database
1.1. Identification of the needs of an organization
for a human resource data-base.
1.2. Determination of the functionality of the data
base according to organization’s needs.
1.3. Determination of the components of the data
base.
1.4. Sourcing and procurement of software that
meets the needs of the organization based on
organization’s procedures.
1.5. Identification of Human resource data to be
uploaded in the data-base.
1.6. Uploading of Human resource data.
2.3 : Creating a Human Resource database
Introduction
This learning outcome covers identification of the needs of an organization for a human
resource data-base, determination of the functionality of the data base according to
organization’s needs, determination of the components of the data base, sourcing and
procurement of software that meets the needs of the organization based on organization’s
procedures, identification of Human resource data to be uploaded in the data-base and
uploading of Human resource data.
Definition of key terms
©TVET CDACC 2020 1
,Human Resource database: The HR database is the process through which transactions in
relations to time, payment processing, recruiting process, benefits and various HR data
gathering procedures are recorded, kept and retrieved in different ways.
Database need: Is refers to the need to typically design so that is it easier to store and access
information.
Content/Procedures/Methods/Illustrations
INTRODUCTION TO HRIS
The Human Resources Information system (HRIS) is a software solution that allows data to
be entered, tracked and managed in relation to the work of the human resource operation
within the company. The HRIS began in 1950s and continued to 1960s and founded on
payroll system.
Functionality of the data
• The data help in sorting the requirement of the company from the most needed to the
one that are not urgently needed.
• The data serves as a summary of the requirement of the company.
• The help in organization, interpretation and presenting information
• When data is properly handled, it can help the company to maximize on profits and
minimize losses
• Data serves as the source to monitor how workers are offering their services within
the organization.
Components of the data base.
The database is divided into hardware, software, data, procedures and the languages used to
access data.
©TVET CDACC 2020 2
,Figure 39: components of database from aspoi.com
• Hardware: this means the computer, disks and other physical components which are
without data.
• Software: this is the centre of the database and it controls all the activities of the
database. It also allows storage, accessing and retrieving as well as updating data.
• Data: This is the resource upon which the database management system is founded.
This allows the use and storing of information.
• Procedures: These are the instructions on how to use the database. This includes the
procedures to install a database management system.
• Language used to access the data: This is a language designed to give commands of
accessing, inserting, updating, and deleting data in the database.
• User: These are the people who key in the database information the different levels,
those that store, retrieve, access, update or delete.
• Database software: This is a software program that is designed for creating, editing,
storing, searching, extracting, automating, and maintaining database records.
Therefore, the users can manage data in formal ways like structured fields, rows and
charts.
Types of databases
• Hierarchical
• Network
• Object
• Relational etc.
Database functionality
©TVET CDACC 2020 3
, Uses/Purpose of data base
• The HRIS help storing and collecting employees’ data in a company.
• It encompasses fundamental operation required to effectively deal with the end to end
HRM.
• The HRIS has a system that is helpful in the process of recruitment of employees,
managing the performance of the employees and learning within the company.
• The seniors can effectively train the junior employees to take up the responsibilities in
different situations.
• The HRIS help in evaluating and shift management of the employees.
Advantages and Disadvantages of data base
Advantages of data base
• Data abstraction: This is where complex data is hidden from normal user
• Managing Data redundancy: This is where data various copies of same data are
availed.
• Reduced data inconsistency: This solve the challenges of having different files with
different information about a given object or person.
• Easier manipulation of Data: Adjustments can be affected easily once the data is
entered; this includes inserting, modifying and deleting.
• Sharing of Data: The sharing of data is easier with various people within the
organization and outside the organization. This help in saving the cash that would be
spent carrying data from one place to another as well as the time that could be spent
sending one data after another.
Disadvantages of data base
• The cost of the hardware and software is higher
• The cost of maintaining data and converting data is expensive
• It is expensive to train the staff members
Uploading of data
Uploading is the process of sending data from one computer to another different computer,
phone etc. through the internet
The Steps of Uploading Data
Step 1: The data file to be uploaded must be screened for viruses and errors. If the results
show that there are no errors and viruses it’s passed to the next step.
Step 2: The data is plotted to help the use check outliers. With acceptance of any outliers the
file is taken to the last stage
Step 3: At this point the file is ready to be automatically uploaded to DATRAS database.
The HR Software are classified into three main classes
• The HRIS: Have four traditional functions for the human resource management.
These include individual tracking, benefits of administering and payroll
• Workforce management: This is based on the application of strategies that track the
employees and has employees scheduling.
©TVET CDACC 2020 4
