Determining HRIS Needs

Human Resources Informational Systems (HRIS) is a vital department in any company. It regulates and archives essential data that can be send to the governmental structures. HRIS is an integration of human resources and informational technologies implemented in software. Such systems are useful in receiving, tracing and maintaining of data that is important for company, as this data is constantly inspected by government. So this software is indispensable for a lot of companies nowadays because it is able to ease the process of transporting and collection of information.

According to the Mayfield J. (2003) We have identified seven primary components of the HRIS model. These components are strategic integration, personnel development, communication and integration, records and compliance, HR analysis, knowledge management, and forecasting and planning. All these components are useful in order to establish easier connection between departments, and to provide a complete picture of how HR information is currently obtained, operated and reported.

The changes in HRIS are very dynamic. The company new demands, constantly changing technology and governmental requirements necessitate the HRIS software to be continuously updated. The companies need to regularly update their software, as the governmental requirements are often changeable. There can be situations, when it is more profitable for the company to replace the HRIS software to the new one with proper updates, if the old one is too dated. The Human Resource field is shifting, the managers and directors often change their aims and priorities and these factors lead to obtaining renewable software. Nowadays they are wide spread and companies often invest their money into yearly updated packages. The newer system is the more often managers should update it and see the corrections in the whole database. The manager also should pay great attention to the fact is the client data preserved, and are the government forms being elaborated.

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During the data collection not all approaches are eligible. For example interview as a tool of collecting of information is good for acquiring more personal information from workers. However, the first this tool’s disadvantages is that the person can be amenable to interview opinion. What is more the second is that the person can be more involved in the process of interview, than in its topic. Cohen, Manion and Morrison (2000, p. 267) explain the interview is not simply concerned with collecting data about life: it is part of life itself its human embeddedness is inescapable. People can not simply concentrate on the topic, they give their subjective opinion, which often does not make a proper statistics, and it leads to preventing of the right data collection. Also the third disadvantage is that it is an expensive tool compared to the other data collection methods, such as independent inquiry or personal testing. The ways to get rid of such disadvantages are: to provide the personal convenience of the interviewee and ensure the person that the data gained is needed only for the sake of research, but not personal judgment, and to ask the person to give

As for the focus group, the advantage of such type of data gathering is that the time spending on the one person in simple interview form is saved, because the interviewer asks questions to the several people simultaneously. The first disadvantage of such method is discussion can be dominated by the few individuals while the other will be passive, and the interview will fail. The second one is that people in the interviewee group can not be sincere, because the fact of social opinion can change the individual one, so the reliability of the data (which is the most important aspect of data collection) is doubtful. To correct the disadvantages of such method the managers need to provide people with equal right for voice in group by giving a electronic blank with questions. So if someone did not have a time to say something, the information will be still available.

Speaking about the sources from which information can be gained, the one can divide the three main sources: the official data, survey data and personal data. The official data is basic information about the person. Survey data is deeper knowledge such as education, experience, professional qualifications, and employment history. The personal data is the source of additional information that is provided by the person, as promotion purposes, personal aims, hobbies, special skills. The disadvantage of these sources is the information in all sources can be changed, so it demands to be upgraded often. The main advantage is that the basic data is available any time, it is grouped and occupies a large part of vital information about the person, is easily tracked.

Nowadays the problem that occurred in HRIS is that if the company is large, it is always a probability of wrong or misunderstood input of information, the probability of system failure and impossibility to renew the database. So to avoid such a drawback, the chief manager should be sure in people he hires, the high-qualified specialists with proper education appear less to make a mistake.

The thing I want to improve in modern HRIS in companies is the attendance module. HRIS is software, it is non-living existence, so it analyses the work by the particular algorithm. I believe that this job should be separated and the final decision about the career or development steps of the person should be taken by the individual not the machine. According to the Kristie E. Ball it was found that HRIS are still being used to administrative ends rather than analytical ones. So in future people, working for the companies with an implemented HRIS will be sure that the decision made about their career was grounded upon not only machine, but analyzed by the person what is qualified in needed area.

In conclusion, it is indispensible for the company to choose the right HRIS which will develop the organizational structure of the company and will care about the employees, and the company will invest into their goals, objectives, which will be easier to achieve with such software. So the HRIS should be flexible enough to meet the purposes and needs of the company.


  1. Mayfield J. Mayfield M. Lunce S Advances in Competitiveness Research (2003).
  2. Reference on site
  3. Information Collection Tools, 2010 click here
  4. Kirstie S. Ball, (2001) “The use of human resource information systems: a survey”, Personnel Review click here

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