Human Resources Information System - HRIS

Personnel information system

The purpose of this paper is to identify other companies that faced similar human resources issues with information technology. Through various benchmarks of companies, you can learn how other companies handled information technology, information systems, new technologies, and personnel issues related to data security. The whole analysis was completed using a survey of IBM Europe, Ameriprise Financial, Terasen Pipelines, Shaw Supermarket, CS Stars LLC, IBM, WORKSource Inc., Toshiba America Medical Systems, Companies facing similar problems as readers.

New technology

As the changing world and constantly innovative technologies are available, management needs to recognize the technology that enhances their effectiveness. The Human Resources Information System (HRIS) has been transforming more and more since it was first introduced at General Electric in the 1950s. HRIS has shifted from the basic process of converting manual information holding system to computerized system to HRIS system used today. Human resources experts began to find possibilities for new applications on computers. The idea was to integrate many of the various human resources functions. As a result, computerized HRIS of the third generation appeared. This is a feature rich, wide, self-contained HRIS. The third generation is not just a data repository, but a tool that allows human resource experts to do more (Byars, 2004).

Many companies needed to change the way of personnel management to cope with the increase in new technology and the number of employees. Terasen Pipelines moved its headquarters from Vancouver to Calgary and approached the oil and realized great growth of employees. In past records, we were recording with paper and spreadsheet. Mercer of Terasen changed to a more computerized system and realized that we need to look at different HRIS vendors. By moving to the HRIS system, you can leave more accurate records and prepare for future growth. To address the challenge of handling 100 new employees, WORKSource Inc. has developed a Web-based technology program from GHG Corp., such as electronic PayTeb, electronic timesheet software, time shareware software, and time shareware software I bought it. Off System, Human Resources Information System (& # 147; Hint, & # 148; 2006) By applying these new programs, WORKSource wastefully reduced costs and costs.

The Internet is an increasingly common way to recruit applicants, research skills and perform other important functions in the business. Providing human resources services online (eHR) will support more efficient collection, storage, distribution and exchange of data (Friesen, 2003). An intranet is a type of network that an enterprise uses to share information with people within an organization. The intranet ties people and people to information and knowledge within the organization. It functions as & # 147; Information Hub & # 148; For the whole organization. Most organizations primarily set up an intranet for employees, but it is also possible for business partners and customers to set appropriate security clearance (Byars & Rue, 2004).

Application of HRIS

Due to the efficiency of HRIS, the system can produce more effective and quicker results than paper. Many applications of HRIS include the following. Office application, applicant search fee, risk management, training management, training experience, financial planning, sales analysis, succession plan, flexible benefits management, compliance with government regulations, attendance reporting and analysis, resource planning, accident reporting Prevention, strategic planning, etc. are included. In many different applications of HRIS, it is difficult to understand how the program benefits the enterprise without looking at companies that already benefit from the program.

One such company is IBM. IBM has a paperless online registration plan for all employees. With online membership, we have saved 1.2 million printing companies and mailing fee per year, as well as employees can enjoy online planning work. "Since we began online registration, we found employees wanting access to the web," Donnelly [Senior Communications Specialist] They make it possible to log on at home, not on the company's intranet. So, the company is working to introduce a Web-based registration system that allows employees and retirees to access from anywhere (Huering, 2003). By utilizing the flexible benefit application provided by HRIS, IBM has reduced costs and allowed employees to find profits at their own time and pace.

Another company using the HRIS application is a supermarket of the show. In order to improve the management capability of Shaw's employees, the company decided it was time to centralize HR operations. After considering different options, Shaw decided to introduce employee self-service (ESS) system. Using a self-service application will create a positive situation for the HR department. ESS improves service to employees and managers, ensures that the data is accurate, and at the same time gives HR more time to concentrate on strategic tasks such as personnel management, succession planning, compensation management, etc. I will. With this solution, employees have online access to forms, training materials, benefits information, and other salary related information (Koven, 2002). By allowing employees to access personal information and update or change information as needed, HR has more time to concentrate on other issues. By understanding the various applications HRIS offers, companies can increase employee efficiency and reduce costs.

Measuring the effectiveness of HRIS

Evaluation should be made as to whether HRIS performed as expected, and whether HRIS is fully utilized (Byars & Rue, 2004). One of the most important tasks facing civil servant executives is to measure the performance of the Human Resources Information System (HRIS) to justify the added value contribution of HRIS to achieve the mission of the organization (Hagood & Friedman , 2002). Introducing the HRIS program may seem essential for an enterprise, but it will not help to increase efficiency unless it is an effective tool for HR operations.

One company that introduced the HRIS system is Toshiba America Medical Systems, Inc. (TAMS). When TAMS changed healthcare workers, TAMS brought all the information on employee benefits online and created an open registration option. Deploy the UltiPro portal almost immediately [new HRIS technology] For employees, TAMS began to see improvements and the efficiency of public registration increased by approximately 70% (Wojcik, 2004). By determining the efficiency of the new program, TAMS was able to realize the benefits of the new HRIS system.

HRIS security

In recent years, the privacy of employee information has become a big problem. Because theft of personal information is a common problem, employees are more sensitive about personal information and whether its security is maintained or not. Employee information stored in HRIS relates to the company and access to such information (password protection), enterprises can make safer employees with the security of their information. Even for electronic files, paper, employee files are worth treating with extreme caution. We need to establish security and end user authority (O & # 146; Connell, 1994) in order to balance embedded, personnel policy, system knowledge, day to day operations.

One of the companies facing serious security problems was CS Stars, LLC. CS Stars lost one of the computers containing personal information including name, address, social security number of workers compensation benefits. The bigger problem is that CS Stars did not notify about affected consumers and computers missing from employees. Computers were collected and the information did not seem to be harmed, but many employees lost security with the company. New York's Information Security Violation and Notification Law, which came into effect in December 2005, requires companies that manage computerized data including personal information to notify the owner of information on system security breaches immediately after discovery Request. (Cadrain, 2007), it is thought that it was acquired by a person who is not legally permitted.

Another company that experienced a security breach is Ameriprise Financial. In the second half of 2005, computers containing personal information about clients and employees were stolen. Many of Ameriprise's employees brought computers to work and home, so the company decided that it would be necessary to enhance security on these computers. Ameriprise has confirmed that all employees have installed a new security suite on their computer. By quickly responding to more security needs, Ameriprise has confirmed that all information is kept safe. By confirming that employee information is kept as safe as possible, we will further trust the company dealing with that information and the employees of the personnel department.

Conclusion

IBM, Terasen Pipeline, CS Stars LCC, Toshiba America Medical Systems, Inc. is a good example of a company facing the same problems as human resource information technology and personnel information systems. All of these companies recognize the importance of new technologies, personnel information systems and data security. In the remainder of this paper, I will outline a larger number of companies facing human resources issues, how companies responded to the problem, and the company's response to the problem.

Benchmarked companies

IBM Europe

Situation:

IBM is a global organization that provides research, software, hardware, IT consulting, business and management consulting, rings and financing. He speaks 165 languages ​​in 75 countries and employs approximately 340,000 people who serve customers in 174 countries. In January 2007, IBM established a new media. It functions within the corporate communication department. IBM's main goal is to educate, support and promote social media-based programs. IBM Europe decided to expand internal communication by blog guidelines. The recognition is that blogs have already been done among IBM companies in an unregulated way. Likewise, institutionalization of functions for handling new media is neither a movement of the company nor establishment from scratch. It is a response to the problem that has already appeared in the company. As these technologies are here, people are growing with them and staying there. In order to try to optimize its use, I will put some structure around them. ; The user decides what technology you want to use and how to use it. Its main idea is that IBM understands that it is necessary to remember to respect the fact that social media is social. IBM needed to link 340,000 global employees more effectively.

response:

IBM 's intention with respect to social media was officially officially formulated. Since January 22, 2007, the company established a new media. It functions within the corporate communication department. & # 147; That mission: act as a professional consultant both within and outside of IBM regarding issues related to blogs, wikis, RSS and other social media applications. The main idea is to educate, support and promote programs that use these tools. IBM has a history that it is at the forefront of corporate communication based on technology. Multimedia brainstorming & # 147; WorldJam & # 148; In 2001, 50,000 employees worldwide returned to the news headline that they participated in a real-time idea sharing session on the direction of the company. The IMB has always prepared to establish two-way dialogue with employees using innovative technology. Necessity of social media is necessary, and I could not wait any longer.

result:

In recent years, IBM is recognized as a pioneer of social media.IBM is the first company of Fortune 500 company to remove the common wiki and publish internal blog guidelines by 2003. Techniques like RSS and podcasts to video casting and virtual world & # 148; second life. The intranet search function extends to all areas of the site, including aspects of new media. When an employee logs on to the portal and performs a keyword search, the result includes not only the page of the main intranet but also the results of the IBM forum, wiki, blog, podcast / Videocasts tag. The IMB understands that employees are working hard. I do not like that any longer. In Belgium, for example, more than 50% of 2,300 employees were in less than 5 years. The company has reached the conclusion that despite the increasingly young and mobile employees there is the possibility that these tools are part of their life young employees are not that far. In the coming years IBM will need to deal with employee base, which is a natural way for blogs to interact on the web platform. IBM is creating an intensive platform for most delegated tools (including wikis). For IBM's new media leader Philippe Borremans, the potential business applications of Wiki have two major advantages: collaboration and knowledge sharing. IBM currently has nearly 5,000 wiki pages running within the organization and has notable success on both sides. The company has made a huge pickup in the interest of podcasting during the past 18 months, but it seems like such a technical skill, but I feel that I can speak more freely than writing. It is a consistent popular IBM podcast, with more than 20,000 downloads a week.

Ameriprise Financial

Situation:

According to a survey by the US Department of Justice, it is estimated that in 2004, 3.6 million US homes became victims of identity theft. Human trafficking on a personal date is beyond the US border. The stolen financial information of the New York Stock Exchange is often located in online trading board participants, frequently Russia, Ukraine, the Middle East. One of the reasons the customers are concerned about data security is public relations widely spread by violation of financial services company. In late December 2205, an Ameriprise Financial employee laptop containing about 230,000 customers and advisory unencrypted data was stolen from the car. President of Nita, a compliance consulting firm at Delray Beach, Florida, said the Securities and Exchange Commission needed investment advisers and said that management and technology related to client records and information, And to have policies and procedures to deal with physical safety measures.

response:

Ameriprise Financial had to fight back and had to implement a layer of protection. Primary business computers and employees are important for regularly moving employees who move their computers between home, office, and meeting sites. This arrangement of vulnerability and the necessity of safety software program are very necessary.

result:

Employees carrying the laboratory must install Steganos Security Suite on their computers. With this software, employees can create encrypted virtual drives on laptops and use them securely as data storage. Employees store all client related data and tax preparation software database in encrypted drive. This database is set up with 1 gigabyte of storage space. The best is that the software automatically encrypts the data on the virtual drive as information is safely stored when the employee turns off the computer. It also creates an encrypted backup file, and the employee saves it on a CD with a fireproof safe. If an employee's laptop is stolen, or if the drive is removed from the laptop, it is necessary to keep the data safe. Other financial advisors rely on encryption inside and outside the office. The other program used to protect the client's information is a RAID level 1 system that stores data in a drive encrypted with WinMagic SecureDocs software. With encryption, anyone who steals a computer can not read data absolutely, even if it connects to another computer as a slave drive. With this, many financial advisors got the greatest sense of security.

Tera Senpipeline

Situation:

Terasen Pipelines is a subsidiary of Terasen Inc. in Vancouver, Canada and is located in several states and states in the United States. In 2001, the company moved its headquarters to Calgary and approached oil. With big move, the company spurred growth. Due to the increasing number of companies and employees in many different places, the Human Resources Department needed to find a new system to keep more accurate records.

response:

In the past Terasen had kept records with paper and spreadsheet, but as the company grew, this system did not function as it did in the past. In order to compensate for future growth, the temple began looking for HRIS companies to support HR operations. After investigating different companies, eCyborg's Hewitt application service provider model turned out to be appropriate.

result:

Although it was difficult to deal with the new record management method, Terasen was able to find a system to support current and future corporate growth. Fortunately, part of the HR staff worked with HRIS and helped colleagues to imagine a new process with the help of the system. One theme, often expressed in this process, is "We do not know how much we are trying to work on systems that do so much for us if we can make our work very easy Please run the cabinet for employee files to get basic information, which can all be done at your fingertips (Vu, 2005). Terasen is in charge of human resources in introducing a new personnel system I was convinced that looking for a vendor to support the introduction and maintenance of the personnel system in order to reduce the burden of this system.This system helped Terasen make a better preparation for current and future growth.

Show supermarket

Situation:

The show's supermarket is the second largest supermarket chain in New England. Shaw's HR staff, with 30,000 employees in 180 stores throughout the state province, is responsible for managing employee personal data. Their employee mix contains approximately 70% part-time employees, consisting of students, elderly people, part-time workers for second jobs, and career part-time workers. One-third of the labor force is composed of members, and Shaw's staff supervises the company's involvement with three unions and six separate contracts (Koven, 2002). HR staff was interested in centralizing HR operations to support employee management.

response:

In order to centralize the work of HR, Shaw decided to introduce an ESS (Employee Self Service) solution. Using a self-service application will create a positive situation for the HR department. ESS improves service to employees and managers, ensures that the data is accurate, and at the same time gives HR more time to concentrate on strategic tasks such as personnel management, succession planning, compensation management, etc. I will. With this solution, employees have online access to forms, training materials, benefit information, and other salary related information.

result:

Since implementing the ESS solution Shaw has gained positive feedback. "Response from employees was very positive," says VP, Penney of compensation and benefits. "There was also a substantial increase in medical expenses, but it was hardly a problem as online entrance included planning options, employee expenses, and company subsidies, so it was not a problem from employees E-mail arrived, this is a big change, how easy is the ESS, it is not good if the employee chooses a benefit option (Koven, 2002). Employees themselves By giving you more access to the information, you can see the choices of profits available to employees.Employees can also update information online to help reduce past document creation In addition, employees are updating information at home, not during working hours, so the productivity of the show is improving.

CS Stars, LLC

Situation:

Prosecutor General of New York State prosecutor Andrew Cuomo announced that the state of New York had reached an initial settlement with a company that did not notify consumers and others about leakage of personal information. Cuomo's office, which enforced the provincial information security breach and notice law in 2005, did not notice that Chicago claim management company CS STARS LLC could not track the computer that contained it, Data, workers & # 146; comp claims.

response:

The owner of CS STARS 'restricted lost data was the New York Special Funds Conservation Committee. Under the enforcement law of the national workers you gain a profit. On 9th May 2006, employees at CS STARS realized that computers holding private information such as name, address, social security number of workers' recipients were not found. Compensation benefit. However, CS Stars notified the Special Fund and the FBI about security breaches until June 29, 2006. Since the FBI declared that notification to consumers could interfere with the investigation, CS STARS waited until July 8, 2006 to notify the 540,000 New York citizens affected by the violation . On July 25, 2006, the FBI determined that the cleaning contractor employee had stolen the computer and found and collected the lost computer. In addition, the FBI discovered that inappropriate access to the data on the missing computer has not been done.

result:

New York's Information Security Violation and Notification Law, which came into effect in December 2005, requires companies that manage computerized data including personal information to notify the owner of information on system security breaches immediately after discovery Request. It is deemed to have been reasonably obtained by a person who has not obtained proper approval. The law affects employers who play a role as employee custodians as well as transactions with customers. personal data. (Cadrain)

CS STARS agreed to adhere to the law without admitting any violation and to make appropriate notice in the event of future violations. The company also agreed to implement broader practices concerning the safety of personal information. CS STARS will pay $ 60,000 to the attorney general for costs related to this investigation. (Cadrain)

IBM

Situation:

According to Cathleen Donnelly, a senior communication specialist at headquarters in Armonk, New York, IBM's paperless online registration system introduced in 1999, the company's 135,000 active American employees and their winners It turned out to be. Just by printing and mailing costs, Donnelly says. Employees can leverage a variety of technologies to learn about problems, examine program information, and access decision support tools from desktop computers. (Heuring, 2002)

response:

One of these tools, the personal healthcare cost estimate, allows employees to calculate potential childbirth medical expenses under each of the plan options available to employees. The employee logs in personally and is greeted with important information and name concerning the registration of benefits, such as deadlines and changes are reflected. They will automatically access the available health plans and the calculator can compare the estimated benefit amounts of each plan.

"Employees can choose health services that they expect to use in a particular year, predict usage frequency, and calculate potential costs under each plan option," Donnelly says . "Feedback received from employees really helps us compare plans based on how this tool actually consumes health services." On the calculator you will see both IBM's cost and employees. (Heuring, 2002)

result:

"Since we began online registration, we found that employees want Web access," it is now possible to log on at home rather than on the company intranet.そこで、同社は従業員と退職者がどこからでもアクセスできるWebベースの登録システムを導入するよう取り組んでいます。

従業員は、計画についての要約情報を入手したり、非常に具体的な詳細を掘り下げたり、研究のために医療提供者へのリンクをたどることができます。ドネリー氏によると、従業員は「すぐに出入りできる」ため、このシステムは利便性の面で高い評価を受けているという。

ワークソース株式会社

状況：

WORKSource Inc.は、100人の新入社員を抱える課題を解決するため、電子ペイスタブ、電子タイムシートソフトウェア、タイムオフシステム、人事情報システムなどのGHG Corp.のWebベースのテクノロジープログラムを取得しました（＆＃147;ヒント＆ 148; 2006）。これらのツールは、CEOのJudith Hahnが給与計算手順を効率的かつ効果的に処理できるようにしました。

レスポンス：

WORKSourceには8人の従業員センターがあり、およそ108人の従業員が6カ国地域に配置されています。以前は、従業員の給与計算、給付、人的資源がプロフェッショナル・雇用者組織によって処理および管理されていました。また、本社オフィスには52人の管理スタッフがいます。 PEOとの契約が2006年6月30日に終了したとき、108人の従業員は直ちにWORKSourceの給与計算に移行し、2006年7月にHahnの作業負荷が倍増しました（＆＃147;ヒント＆＃148; 2006）。

ハーン氏は、PMRとのインタビューで、LEANに依存して、増加した作業負荷を管理するために彼女が変更する必要があったものを手助けするのを助けると言いました。 2年前、HahnのCEOは彼女をLEANに紹介しました.LEANは、プロセスを完了するときの無駄なステップと動作を排除するという日本の経営コンセプトです。 ＆＃147;私は可能な限りLEANについて読み始め、HR LEANフォーカスグループに参加しました。＆＃148; （＆＃147;ヒント、＆＃148; 2006）。

結果：

LEANのコンセプトをマスターすることで、Hahnは自分の頭字語を開発して適用しました。彼女の部署の給与計算とHRプロセスに適用されます。プロセスを確認します：給与計算タスクを最初から最後までマップします。無駄をなくす：不必要な手順なしで最も効率的に給与管理タスクを完了する方法を決定します。代替案を分析する：新技術の適用可能性を研究し、評価する。革新を経営者に売る：各革新の投資収益率を文書化する。コミュニケーションの道を開きます：従業員やトップマネジメントを含むすべてのステークホルダーとオープンでコミュニケーションをとりましょう。否定性を許さないでください：変更を簡単で楽しいものにしましょう。従業員に多くの励ましと勉強時間を与える（＆＃147;ヒント、＆＃148; 2006）。 Judith Hahnは、情報システムを使用して適切な人材機能を実装することができました。

東芝アメリカメディカルシステムズ株式会社

状況：

カリフォルニア州のToshiba America Medical Systems Inc.（TAMS）のTustinの利点と人材情報システムのディレクター、Lynda Morvikは、利点のある通信コンポーネントを追加することが理にかなっていると考えました。 TAMSの従業員向けハンドブックは、すべての特典情報をオンラインで入手することで、Morvikが必要なときに変更を加えることを可能にする生きた文書になります。そのようなケースは、プロジェクトの途中で、TAMSがAetna Inc.からUnited Health Group Incへの医療計画を変更したときでした（Wojcik、2004）。

レスポンス：

CT、X線、超音波、核医学、MRI、情報システムなどの医用イメージング・システムと包括的な医療ソリューションの世界的大手企業であるTAMSは、東芝の独立系グループ会社であり、給与計算サービス局使いやすい統合レポートや従業員ポータルを含まないHRの社内ソリューションを提供しています。いくつかのエンタープライズリソースベンダーと並んでUltiProを評価した後、TAMSはUltimate Softwareの製品を選択し、定時かつ予算上の実装後に2002年9月に実稼働しました。 TIMSは、UltiProポータルを従業員に公開する直前に、オープン登録の効率を約70％向上させて改善を開始しました（Wojcik、2004）。

結果：

TAMSは、特典登録プロセスを超えてWebの利用を拡大するため、2004年のApex賞を受賞した特典ハンドブックをはじめ、HRポータルにドキュメントとフォームのライブラリを掲載しました。同年、Business Insurance誌は、TAMSに、Web上で従業員給付プログラムを伝達する際の卓越した業績についてEBC（Electronic Benefit Communication）賞を授与しました。 Ultimate SoftwareのHRMS /給与管理ソリューションの使用を引き続き引き上げるために、TAMSはUltiProポータルをイメージング企業の独自のニーズを満たすように変更しました（Wojcik、2004）。 TAMSの従業員は、シングルサインオン（Wojcik、2004）でアクセスできるWebブラウザからの包括的な人員と給与情報の集中場所を持つため、報酬と業績管理に関する問題に対処するために作成された独自のアプリケーションと完全に統合されました。

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