HAIR Human Resource Information System Executive Summary: Human Resource Is the part of the organization dealing with the employees. It starts with selecting the employees, recruiting the employees, training the new joiners and engaging the existing employees in a continuous process of training and knowledge gaining. With the advancement in every sector, the field of Human resource also underwent a technological enhancement. Human resource Information system was the tool that was Implemented In every sector of Human resource to make it technologically more astute and to make the job of the people working in Human source easier.
The two field of Human Resource chosen in this report are recruitment and selection at IBM Australia. Recruitment is a major part of any organization as It Is the factor that decides on the quality of the manpower, which Is the education, technical skills, rare skills and experience. Selection Is the part of human resource which involves testing the skill and the knowledge of the candidate to verify if he/she is suitable for the position. The report gives information about the existing process In Human resource Information system and the future prediction In recruitment and training.
Table of Content 1 OFF Human resource information system is software for data entry, data tracking and data information in human resource, payroll and accounting of an organization . It is the integration of Human resource and technology. The function of HAIR includes – a) Information management. B) Reporting and analysis. C) Maintenance of company related documents. D) Administrative benefits like enrollment, change of status and updating personal information. E) Integration with payroll, finance and account system. ) Resume management and tracking of application. The benefits of HAIR include fast information processing, accuracy of information, Geiger level of planning and program development and improved employee communication . The process is accompanied with challenges, which are absence of management commitment, low level of need analysis, inability to keep the team and the key members intact, presence of hidden agendas, non consultation with eminent groups, bad timing and inappropriate communication . Different streams of Human Resource Information System Fig. . Prepared by author (2013), referred from Recruitment is the process of detecting and hiring a person for the open position available in the company . The process involves analysis of the Job requirement, advertisement of the Job for attracting employees, screening and selection of applicants, hiring and integration of the new employees to the company. In addition to the traditional process of recruitment, integration of HAIR makes the method more systematic and accessible by both the internal employees and the external Job applicants of MM.
The technology used in IBM is Oracle. The technology helps the external employees to apply for the open position in the company through Job portals by using computers. This makes the information of the aspirant Job seeker available to the IBM recruiter directly. This information is then feed into the database system of the organization, making it easily available to the recruiting manager. The recruiting manager conducts detail analysis based on the technical skill, work experience, location and level of education.
One more feature of using HAIR is that the internal employees can apply for the open positions directly. The recruitment cycle for IBM is designed as follows – The Oracle system helps in giving an estimation of the required employees in the organization. The accurate head count is received from the budget maintained by these systems. The recruitment of the employees is done online by posting the Job openings in the online Job portals. This makes the opening to the candidates all over the world. Bulletin board method is used for this process.
The IBM recruitment system makes the Job openings visible to a large number of people. The recruitment manager has a vast number of populations to choose from and accordingly can get the most efficient or near to efficient candidate for the position. The Job position from the company is updated on a regular and timely basis, making it accessible for the people who want to Join IBM and the desired Job profile. These data also help in the generating reports like the Job profile with highest turnover and the time taken to fill the open positions.
These open positions are also available to the internal employees through the same system. The candidates can search for the Jobs based on the keywords like technology, experience, skill sets, locations, salary offered and designation in MM. While applying for the open positions the candidates also give in the information like willingness to travel, willingness to relocate, expected salary, etc. A descriptive flex field segment could be easily generated with the help of this system.
Candidates information are also stored in the database with helps the recruitment manager for future open positions and sometimes for the verification of the candidates credibility like educational degree, work experience, previous organizations Job profile. The Oracle systems help in conducting self assessment for the candidates and provide them with score making them aware of their level of competencies. These self assessments help in Judging the personality, knowledge, expertise and the skills of the aspirant profiles.
A major difference between the manual selection and use of technology in the selection process is that, there are ewer chances for making mistake in the selection of the candidate. The system has a acceptance and the rejection of his/her profile. Some of the external HAIR system like Intelligence and Resumes are used to conduct the online assessment which is taken as the prescribing round. These systems also help the candidate to construct their resumes. Unlike MM, Google also conducts the prescribing through the external websites.
One of the advantages of using the external system is the reduction of the Human Resource consultants and consulting organizations. This is the recruitment yes followed by IBM Australia showing the implementation of HAIR and the advantages associated with it. 2. 1 . Role of Human Resource Information System in Recruitment The following are the roles that HAIR plays in the process of recruitment at IBM . Managing the database, this includes C.V., contact details, salary details and interview details. Generation and management of reports and meetings.
Calculation of the attrition rate of the company. Saved data and information are used by higher management for analysis and decision making. Performance analysis of the recruitment team. 2. 2. Future technology in recruitment a) Due to the demanding customer, the Human resource system will have to be upgraded for timely candidate interaction by using social media. B) Use of social media, online video hiring and digital technology. C) Human resource information system will be affected by video and crowd sourcing. ) Focus will be on social performance. E) Growth of force HER. F) Integration of social capabilities to form platform. G) Focus on people will lead to advancement of technology. H) Critical technology determining fit. 3. Use of Human Resource Information System in Selection- The process of evaluating a candidate through assessments and interviews followed by the Joining the company is called selection . The process of selection could range from a very simple to a very complex process, depending on the organization and the job profile..
The method of selection includes application forms, employment interviews and test of ability, aptitude and skills. Recruitment and Selection Method Fig. 2. Prepared by author (2013), adapted from bring in or promote the eligible candidate for the profile, who will be able to add value and ideas to the company . 3. 1 . Importance of Human Resource Information System in Training- Importance of HAIR in selection is as follows – a) Basics – This basic process of selecting the candidate resume, prescribing, interviewing and hiring of the candidate is done using technologically sound applications. ) Selection Criteria – The Human Resource manager wants to select the best candidate whose profile matches the Job description. For this the search is done on certain criteria like technical skills, experience, education level which has become very easy with the use of HAIR. C) Cost – The old process of selection incurred more revenue and time to the organization. With the help of HAIR in selection the process cost could be kept in check. D) Legal Concern – Selection using online systems reduces the chances of getting exposed to legal issues like discrimination law and disability law. . 2. Use of HAIR in selection – Recruitment process at IBM Australia is followed by the selection process. After analysis the applications are accepted or rejected. Selection process involves preparation and monitoring of the documents through the Oracle system. The full details of the candidate are entered in the system and are saved for future reference. The number of open Job applied by the same candidate could be tracked wrought the oracle system and the information about the same could be saved in the database and tracked when required.
The progress of the applicant could be updated and tracked using a reference number or applicant number. The system contain all the records of the applicant including educational qualification, experience along with the company name, skills, date the candidate was interviewed, person who took the interview along with feedback, reason for selecting the employee, document verification in case the candidate is selected and in case the candidate is rejected, the database will store all the information for reference when he same procedure is repeated for another open Job position.
The future training trends would be on-Job training along with the regular role, training the existing employees as a part of investment in people development and retention, weekly in house training, technology training as per the need and convenience of the employee. 4. Organizations using Human resource information system – McMahon point, Club Assist, Tax accountant private Ltd and Michael page HER uses Peoples. Oracle Australia, TOBACCO, Michael page, EDT global uses Oracle. Northeast information solution and Super retail group uses Precede.
