Assessment

Found article from google scholar about effectiveness of Human Resources information system and summaries it

https://scholar.google.com/scholar?hl=en&as_sdt=0%…

>>This the research we are writing + The paragraph is going to be added to the research

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Abstract

Human Resources Information Systems is the chosen topic for our capstone project throughout our Management Information Systems degree, here at Prince Mohammad Bin Fahd University. Before joining PMU, and while I was still at the University of Kentucky, I chose to pursue careers that fall somewhere in the intersection of business and technology, and as a computer science student, I started looking at different applications of technology in the business world. As soon as I arrived at PMU, the first day, I talked to the Chair of the HR department, and shared with him that I wanted to double major, and add HR to my MIS degree. Since then, we have had countless discussions on what that would look like for me and my best course of action to be successful in my future plans. Later on, we had to choose a topic that will stick with us until we graduate, in the span of at least a year and a half. In Systems Analysis and Design, we analyzed the HRIS system and its requirements, In Object Oriented Analysis and Design, we designed the system and got it ready for implementation, which is what we were being prepared to do in Assessment III, As a bonus, we got to explore our project from a business perspective in Entrepreneurship course, a fresh perspective away from the heavily technical aspects we were diving into, and now, since we will not be implementing the system, we thought about looking at our system from the end user’s perspective, that is, are the solutions we suggested worth implementing a pursuing further from the user’s perspective, are employees likely to accept the system once it is finally implemented in their firm. And for that, we chose to explore three crucial parts that would make or break the overall implementation of the Human Resources Information System, whether stand alone or as an HR module as part of an ERP system. The three variables we identified as crucial to the success of the implementation and acceptance of the system are the overall efficiency of the system, or, in other words, whether it is faster or slower than doing those tasks by hand. The effectiveness of the system, or whether it is accurate in completing the intended task and can tolerate special cases, some issues have to be handled at a case by case bases and having a system that can handle those differences will gain popularity among HR personnel and employees alike. And finally, the Legal aspect, the security of the data, the sensitive employee information and how to insure the remain private, legal compliance issues, and how easy can the system be adapted to ever changing labor laws, as well as many other issues firms come across when implementing an HRIS and how different systems, or implication affect the implementation and success of the system.

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Introduction

In the modern era of technology, businesses are pursuing efforts to develop strong and effective management information systems to integrate the data gathered from various departments for analysis and decision-making purposes. In other words, a seamless ERP structure thrives organizations to communicate relevant and reliable information across its levels. One of the subsystems of an MIS, Human Resource Information Systems (HRIS), is considered as a crucial component because it is designed to perform HR functions, and enable HR managers to make realistic and coordinated decisions based on the relevant and available information.

Efficiency

Researchers argue that the implementation of HRIS can create numerous benefits for HR personnel, one of which is increased efficiency in employee performance. This is because HRIS platforms convert manual human resource functions into electronic methods, and thereby reduce enormous amounts of paperwork and time in performing certain tasks. However, organizations should note that employee efficiency may not be practically achievable if it does not implement an HRIS platform that is substantially efficient in its own technical performance. Therefore, managers and executives should consider to design, test, review, and implement HRIS in a manner that appears to be user-friendly, understandable, and highly adaptable for their respective HR personnel (Kaygusuz, Akgemci, & Yilmaz, 2016).

In addition, organizations must also assess the probability of HR staff adapting to the use of HRIS because most existing personnel develop expertise in performing HR functions traditionally, and often resist to work with technical infrastructure as they generally perceive it as a complex process to perform their job. Consequently, such perceptions can adversely affect employees’ motivation levels, and decrease efficiency and productivity. In this regard, managements of organizations should ensure that their human resources are well-trained to adapt to such changes in working conditions, and should therefore be willing to perform their responsibilities using HRIS functionalities.

From a relatable standpoint, the COVID-19 pandemic has forced individual employees to adapt to remote working environments from their homes, and these circumstances have enabled organizations to offer remote access to information systems to prevent their operations from potential collapse. Similarly, HR personnel can capitalize on this scenario by performing human resource functions remotely via HRIS, and thereby contribute to increasing employee and organizational efficiency.

References

Kaygusuz, I., Akgemci, T., & Yilmaz, A. (2016). The Impact Of HRIS Usage On Organizational Efficiency and Employee Performance. International Journal of Business and Management, IV(4), 14-52.

Effectiveness:

Implementing the HRIS in an organization’s HR is one way to achieve the organizational goals due to the value that the HRIS can add to the organization. One of these goals is effectiveness and how implementing HRIS could result in high effectiveness in the HR functions. However, HRIS is a designed system that distributes required information across the organization to create an effective management that helps in the organization’s decisions. HRIS helps in developing and enhancing the HR functions and practices such as training and recruitment. It also helps in increasing the work process efficiency.

Having HRIS in the organizations will have a great effect on time management. Time management is an important aspect of every department and the organization as a whole. With HRIS, time would be managed easily with no conflicts and no replication. For example, the flow of information between departments and managers will be faster and more efficient in the present of the HRIS and would result in high effectiveness of time management.

References:

Maxwell, S., & Yadav, M. S. Effectiveness of HRIS on Organizational Performance.

Legal

There are many legal aspects of implementing and integrating an HRIS into any companies’ pre-existing set up. Among them are privacy, data security assurance, and labor law compliance. When planning on integrating the HRIS into the existing system, companies will need to be aware of legal complications and issues that can arise. Their privacy contracts will need to be reviewed in order to ensure that both the employees and their company are protected. Access to these files will also need to be monitored. Updates to the system will also be required in order to make sure the system is compliant with local labor laws.

When these conditions are met though, they will help to streamline the HR functions and capabilities of the HRIS as well. Almost all the work can be performed digitally, freeing up not the HR representative but the employees time as well. The employee will be comfortable that their data will not be stolen or used without their consent. HR will be happy because their data is more streamlined and the processes faster and the company happy that their data is secured.

There are ethical issues internally though, many employees are fearful that their information will be used by their company. This is an area of much concern, given the fact that many companies have been accused of this. The issue arises when employees or management do not take care when reviewing legal documentation about use of data. The HR and IT departments will have to work with the management in order to ensure that certain oversight is kept on the use of employee data collected.

References:

Hubbard, J. C., Forcht, K. A., & Thomas, D. S. (1998). Human Resource Information Systems: An Overview of Current Ethical and Legal Issues. Journal of Business Ethics, 17(12), 1319–1323. https://doi-org.library.pmu.edu.sa/10.1023/A:10057…

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Literature Review

Efficiency of HRIS

Mahadik & Ayarekar (2020) conducted a study to determine the impact of organization size on the usage of HRIS in Indian companies, and test whether a relationship- direct or indirect- exists between these variables. For this research, a questionnaire was distributed to respondents from 62 organizations in the Pune region of India. The results of the questionnaire were analyzed using Chi-square tests, wherein the size of the organization was considered to be one variable, and the usage of HRIS as the second variable. These variables were measured using independent ranking scales, and based on their analysis, they concluded that there is no significant relationship between the size of an organization and the usage of an HRIS interface. In addition, the results of the study surprisingly indicate that small organizations- between 0 to 300 employees- are using popular HRIS software more than medium and large organizations to perform HR functions. However, it does not necessarily imply that medium and large organizations are unable to install these systems; the fact that they are scattered in multiple business units nationally triggers the need for these firms to use HRIS in order to streamline their HR functions and processes. Therefore, this study would be significant for our research as it would assist us in explaining the importance of HRIS in any organization to promote employee efficiency and effectiveness, and improve performance of HR personnel.

Apart from the corporate aspect of implementing HRIS, Sethi (2020) emphasizes that in the post COVID-19 era, the education sector of India would possess a high demand for HRIS for schools and universities. Through the implementation of distance learning in educational institutions, it appears challenging for schools to monitor the performance of teaching faculty, administrative staff and other personnel without HRIS. Although the challenges of educational stakeholders adapting to the use of HRIS persist, the author mentions that the interface should be simple, user-friendly, secure, and highly responsive in real time. In addition, the study emphasizes that HRIS should meet the information needs of both students and teachers in an integrated manner. For instance, during class registration, HRIS can not only enable students to view the names of their professors, but also additional relevant information such as professional qualifications, career background, specialization, etc. Moreover, teachers would be able to monitor students’ performance more effectively, and also their individual teaching performance through employee self-services. In an overall sense, the education sector of India possesses a strong demand for implementing HRIS in small, medium, and large educational institutions across the country. Therefore, this article would be relevant to our research to explain an example that emphasizes the importance of using HRIS to successfully implement organizational strategies and achieve significant targets.

In light of this example, Ramirez & Tejada (2020) also conducted a study to analyze the perceptions of university stakeholders on the impact, benefits, and barriers to the implementation of HRIS in Spanish universities. To achieve the objectives of the study, an online questionnaire was sent to governance members of Spanish universities, external users, and employees. In this survey, a 28% response rate was attained, which was sufficient data for the authors to perform a linear regression analysis to test their hypotheses. The results of the analysis concluded that a high percentage of respondents preferred that Spanish universities internally publish information about their HR as it would improve information relevance and reliability among existing stakeholders. Second, the results showed that implementing HRIS in these universities would reduce chances of human errors, improve transparency, and enable university executives to make effective decisions. Other benefits mentioned in the study included increased profits, better user satisfaction, and so on. Third, the results of the analysis highlighted that lack of commitment from management and inadequate financial support were the main barriers perceived by Spanish university stakeholders’ with regard to implementing HRIS. However, this issue can be resolved if university executives understand the importance and positive impacts of HRIS from the perspective of their employees. Subsequently, it can create a strong position for Spain’s education sector in the coming future. In summary, we believe that this study can further assist us to explain how HRIS can significantly contribute to organizational efficiency and long-term success, by referring to this example of the education industry.

References

Mahadik, R., & Ayarekar, S. (2020). Impact of Size of Organization on Usage of HRIS. Asian Journal of Multidisciplinary Studies, 8(5), 69-74.

Ramirez, Y., & Tejada, A. (2020). University Stakeholders’ Perceptions of The Impact and Benefits of, and Barriers to, Human Resource Information Systems in Spanish Universities. International Review of Administrative Sciences, 0(0), 1-18.

Sethi, R. (2020). HRIS and its Importance in Education Sector Post-COVID-19 World. Alochana Chakra Journal, IX(VI), 5088-5093.