The Human Resource

Information System-

HRIS

Annieza N. Mohamad

Purpose of HRIS

ARMM level The ARMM Action Plan on the HRIS will enable the ORG to monitor how the HRIS will be utilized, maintained and updated by all the departments to meet the management objectives of both the department and the ARMM within the period of year.

Department level The Departments will define how they will manage the utilization of the HRIS for the encoding and updating of the PDS and for meeting their management objectives.

CSC Human Resources Information System

The ff. cite the common uses for human resources records and reports:

for basic transactions

for internal and external reporting for contracts or formal documents or those likely to be needed for legal purposes. for references for continuing file on the person

CSC Human Resources Information System

COMPUTERIZED HRIS
-The

ability to gather and analyze information at less time allows the provision of more time for value-add services on transactions. Most computerized HRIS are modular and can expand on the fields/types of data that will be kept and maintained, and can take thousands of records. A sample of these modules and the information that can be maintained and therefore captured on each are:

CSC Human Resource Information System

Personnel Management Module This module is

basic and captures the individual data of each employee normally found in individual personnel files. Some of the data elements in this module are: -Personal information -Emergency contacts and emergency information -Dependents statistics -Background/history -Status information -Job and salary history -Compensation history Benefits Module- This module may be designed to answer the information requirements of employees regarding their benefits at a point in time and at the level of detail they need. -Benefits administration -Benefits tracking

CSC Human Resource Information System

Recruitment Module

- Position control track - Applicant management track - Internal recruitment and selection Training Module- This can document the training history courses taken and can also capture all training plans for the year for an employee for an automatic scheduling of training. Performance Management and Administration Module This may do an automatic scheduling of performance reviews, generate electronic forms and references for doing the performance review by both the people manager and employee. Medical information/Wellness Module this can contain the following information about the health of the employee. Time and Attendance Module This module can replace the bundy clock system with the use of computers for recording time in and out data by employees.
CSC Human Resource Information System

Safety Management Module This module may

capture and report safety inspection data, incident information, accident details, and claim management in all its various forms and levels.
POLICIES AND PROCEDURES FOR HRIS Key procedures in the maintenance of Human Resources records and reports should be articulated. Such policies may delineate information on the following: Who have responsibilities for maintaining, updating, and securing personnel information Minimum standards for personnel records and maintenance Type of personnel records and reports that should be maintained Special instructions for filing and accessing information Security and confidentiality policy of the company
CSC Human Resource Information System

 Records retention policy of the company Records disposal policy of the company

SETTING UP PERSONNEL RECORDS The complete records of all active employees are usually filed in individual folders and kept in a filing cabinet. These records are kept up to date and examined periodically to eliminate those that are unnecessary. There are some samples and discussions on some of these records and forms of reference. Employee requisition form Application for employment form Interview records Reference record Employment tests Physical and medical examination records Change of status Social security records Attendance and time-in records and related documents
CSC Human Resource Information System

Employee history card Acknowledgements Labor relations records Progressive discipline write-up Job analysis record Education, occupation, and skills card Wage and salary records Merit rating records Accident records Training record Termination of employment Sorting system through computers Labor-turnover records Pending application file Time record Human Resources Monthly Report Human Resources Department budget and actual expenditures
CSC Human Resource Information System

Attendance and Time-records Important documents because basic transactions such as pay and updating of leaves are based on such records. An example of the documentation and records of these attendance and time-in communication is shown below: Minutes late Times late Number of workdays/month % times late Acknowledgements This acceptance document is important and should be part of the persons personnel record. Progressive Discipline Write-ups Progressive discipline write-ups and communication are important documents and should be kept in each of the personnel files of the employee concerned, with an appropriate tracking system.
CSC Human Resource Information System

Termination of Employment Exit interview Form documents information surrounding the resignation of an employee. This includes information on: - Reason for termination - Details on main contributing factors of resignation - Information about the new company and new job including position title, salary and benefits offer; - Feedback of employee to the company on areas for improvement - Notes of the line manager and human resources about the resigning employee and whether the person would be welcomed for hiring in the future Clearance Form documents that show that the resigning employee is free from any accountabilities. Termination agreement agreement of resigning associate not to disclose any intellectual property of the company even after resignation.
CSC Human Resource Information System

Finalization and closing of benefits computation of all benefits that the resigning employee should receive Notice to third parties letters or forms from the employer to communicate the separation from employment of the individual for third parties such as banks Letter of resignation from the employee, of acceptance of resignation from the company Release and Quit Claim legal document declared by the resigning employee regarding the circumstances of his or her resignation or separation from employment.

CSC Human Resource Information System

thank you