HR Data Management: An Historical,

Technological and Global Approach

Introduction
Objectives

• Define HRIS and provide examples of

how it can be used in a variety of
human resource functions.
• Understand why project management is
critical in the integration of an HRIS.
• Apply the basics of project
management to an HRIS integration.

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Purpose of Lesson

Why

If What

How
3
Why are these topics together?

• HRIS
• Project Management

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 HRIS –
HUMAN RESOURCE
INFORMATION SYSTEMS

SECTION #1

5
What will be covered in this class?

 HRIS
 What is an HRIS?
 How is it used in organizations?
 The history of HRIS
 Project Management
 Methods of project management
 Project life cycle
 Project management tools and skills
 Integrating an HRIS across cultures
 Integration process
 Integration issues

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HRIS

• HRIS Defined
> “HRIS can be briefly defined as
integrated systems used to gather,
store and analyze information
regarding an organization’s human
resources.” (Hedrickson, 2003,
p.381).
> HRIS “One which is used to
acquire, store, manipulate, analyze,
retrieve and distribute information
about an organization’s human
resources.” (Tannenbaum 1990)
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HRIS

• Not just technology:

“HRIS is not limited to the computer
hardware and software applications
that comprise the technical part of
the system: it also includes the
people, policies, procedures and data
required to manage the HR function.”
(Hedrickson, 2003, p.381).

8
History of HRIS

• Early (pre-WW II)

> Personnel
• Old term for human resources
• Historically isolated from core organizational
functions
> Record keeping
• Name, address, phone, employment history

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History of HRIS

• Between 1945 and 1960

> Human capital issues
> Employee morale
> Formal selection and development
> No real changes from earlier days

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History of HRIS

• Early (1960s to 1980s)

> Personnel became HR
> HR was seen as key in organizations
> Government and regulatory agencies
increased reporting requirements:
–Affirmative action
–EEO
–OSHA
> Still, HRIS was used mostly for
keeping administrative records

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History of HRIS

• Contemporary HRIS
> Large and small businesses are
utilizing HRIS
> Personal computers have made
HRIS available and affordable for any
sized firm
> HRIS has evolved from simple
record-keeping to complex analytical
tools to assist management decision
making

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Who uses HRIS and how is it used?

• HR Professionals
> Reporting and compliance
> Payroll and compensation analysis
> Benefits administration
> Applicant tracking, skills inventory
• Functional Managers
> Performance management and appraisal
> Recruitment and resume processing
> Team and project management
> Training and skills testing
> Management development
13
Who uses HRIS and how is it used?

• Individual Employees
> Self-service benefit options
> Career planning
> Training and development

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Benefits of HRIS

• Increased Efficiency –
> more transactions with fewer
resources

• Increased Effectiveness –
> more accurate information and
simplification of processes

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HRIS Terminology
• HRIS –
> Generic term referring to any information
system used for obtaining relevant and
timely information on which to base human
resource decisions. (Mondy)
• ERP –
> Enterprise Resource Planning
Software system that integrates several
data sources and processes into a unified
system. An ERP system provides the
functions of at least two separate systems.
i.e. Accounting and Inventory
Management. (www.bestpricecomputers.co.uk) 16
HRIS Terminology

• SAP –
> System Applications and Products
World’s largest business software
company providing integrated software
systems. In business since 1972

• Discussion –
> What are some examples of HRIS
systems, including both ERP and stand
alone?

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Discussion Topics

• Provide specific examples of HRIS

systems and provide the details (costs,
system requirements and web site
resources etc.).
• What are the strengths of the systems?
• What are the weaknesses of the
systems?
• Respond to other student’s examples.
• As a group, decide which HRIS is best
for a large organization and which one
is best for a small organization.

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Discussion Activity

• What are your perceptions of an HRIS?

Possible discussion topics:
• List HRIS software you have heard of and what
functions they can complete.
• What can an HRIS do for an organization?
• List why your organization would want or does
use an HRIS.

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PROJECT MANAGEMENT

SECTION #2

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Project Management

• Project Management –
> a carefully planned and organized effort to
accomplish a specific (and usually) one-
time effort.
www.managementhelp.org (retrieved 7/2/08)

> A project is a series of tasks and activities

that has a stated goal and objectives, a
schedule with defined start and end dates,
and a budget that sets limits on the
project’s dedicated use of resources.
SHRM Learning System, © 2008 , Module One
Strategic Management, p. 1-21
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Project Management

• Projects are characterized by –

> A group of people
> A goal
> Limited time and money
> A level of uncertainty regarding
achievement

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The Process of Project Management
• Project Management Life Cycle
> Defining (Scoping)
• Answers the question – What will be covered by this project?

> Planning
• Identifies: Who, What, When and With what resources

> Executing
• Organizing people, allocating resources and scheduling tasks

> Monitoring and Controlling

• Tracking progress and taking corrective actions

> Closing
• Project completion and evaluation

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 The Process of Project Management

• The MPMM Project Management Life Cycle

> Project Initiation
• Project Definition

> Project Planning

• Detailed Planning

> Project Execution

• Monitoring and Control

> Project Closure

• Post Implementation Review

www.mpmm.com/project-management-methodology

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The Process of Project Management

• The Rational Unified Process (RUP)

> The Inception Phase
• Primary goal is to achieve consensus on project objectives
and to obtain funding for the project

> The Elaboration Phase

• Identifies details of the project and architecture for the
system

> The Construction Phase

• Development of the new system to the point where it is ready
for deployment

> The Transition Phase

• The focus is on delivering the system into production, testing
and fine tuning

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 The Process of Project Management

• DANS –
• Initiation phase – Idea
> Are we going to do this project?
• Definition phase – What?
> Is it possible? What is required?
• Design phase – How?
> Is it desirable? What will be the result?
• Development phase – How to implement?
> Is it feasible? How will we implement the project?
• Implementation phase – Carrying out the project
> Is the result adequate? How will we evaluate the project?
• Follow-up phase – Maintenance
> Final report
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Project Management Systems for
Software Development

• Linear process – Waterfall model

• Cyclical Project Management
> Preferred for software development
• Software development is a creative process
• Impossible to identify all requirements beforehand
• Difficult to estimate amount of time necessary for
implementation
• Intermediate results must be tested by users
throughout the entire project

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Cyclical Project Management

• DANS 6-stage project management method

depicted as a cycle instead of a linear process

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Project Management

• DANS Software-Development Method

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Discussion Activity

• What is the hardest for the HR

professional to control in a project (time,
cost, scope)?
• What can the HR professional do to
help ensure success in time, cost, and
scope?

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PM Tools – Gantt Chart

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PM Tools – PERT Chart

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PM Tools – Fishbone Diagram

Figure 1: Fishbone Diagram Example

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PM Tools – Event Chain

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PM Tools – Run Chart

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Project Management Software

• Desktop
> Microsoft Project
> Cerebral Project
• Web based
> @task
> Project Insight
• Opensource
> Kplato
> Openwork Bench
> dotProject

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Discussion Topics

• Provide an example of a project

management tool and discuss how it
could be used.

• Provide one software resource and

identify its strengths and weaknesses.

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MANAGING PROJECTS
AND HRIS

SECTION #3

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Managing Projects

• Control Factors
> Time
• Scheduling / Gnatt and PERT Charts

> Money
• Budget projections

> Quality
• Good enough is good

> Organization
• Managing the project team

> Information
• Communication and decision making

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People and the Project

• Project Stakeholders and Tasks

> The Project Sponsor
• Member of management
• Leadership role in getting project approved, funded and
off the ground

> Organizational Management

• Identifies need for the project
• Approves budget and assesses risk

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People and the Project

• Project Stakeholders and Tasks

> The Project Manager
• Manages the team and the process, has ultimate
responsibility for project success

> Roles of the Project Manager

• Interpersonal
• Informational
• Decisional

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People and the Project

• Project Stakeholders and Tasks

> The Project Team
• Carries out the activities for project completion

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Communications

• Within the Project Team

> Kick-off meeting
• Communications Plan: who, when, what, how
• Review/scope
• Technical review
> Establish how the team will be informed of
issues and decisions
• Face-to-face
• Email
• Virtual teams
> International communications
• One voice
• Language of customer
> Informing stakeholders

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Leadership

• Effective Project Managers

> Problem-Solving expertise
> Leadership expertise
> Context knowledge
> Analytical skill
> People skills
> Communication skills
> Administrative expertise

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Project Management and HRIS

• Integrating HRIS systems

> Project Management expertise
> HR knowledge
> Foundation Business knowledge
> Understanding of the Organization

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PM Phases in an HRIS
Implementation

• Initiation
• Planning
• Executing
• Controlling
• Closure/Evaluation

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Initiation

• Feasibility study
• Establish charter
• Set up project office
• Review phase

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Project Planning

• Resource plan:
> People
> Financial
> Time
• Quality
• Risk
• Communication
• Procurement of materials
• Contact suppliers
• Contingency plan
• Perform review of planning phase

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Project Execution

• Doing the project – Build the deliverables

• Monitor and Control
> Time
> Cost
> Quality
> Risk
> Resources
> Acceptance
> Communications

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Project Execution

• Issues Management
• Change Process
• Review of Project Execution

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Project Control

• Set baselines
• Measure:
> Progress
> Performance
• Compare:
> Plan
> Actual
• Take action

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Closure/Evaluation

• Project closure
• Project review
• Project evaluation
• Lessons learned

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Specifics of PM to an HRIS Integration

• Initiation
• Planning
• Executing
• Controlling
• Closure/Evaluation

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Engagement Exercise

• Create a list of critical risks and

contingencies for an HRIS
implementation. As a team or
individually, create an outline of how
each of phase of project management
is affected.

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HRIS IMPLEMENTATION

SECTION #4

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Traditional HRIS

• Administrative Uses:
• Monitor absences
• Salary structures
• Training information
• Recruitment
• Media response
• Current information
• Medical information
• Global administration

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HRIS in Business Decision Making

> Analytical Processes:

• Budget control
• Applicant tracking and screening
• Skills matching
• Appraisals
• Feedback
• Manpower planning
• Succession planning
• Skills monitoring
• Training needs analysis
• Global analysis

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Why Not More? HRIS in Business
Decision Making

> Organization size

> Organization culture
• HR as a strategic partner
• Internal culture and politics

> HRIS time in use.

> HR has limited IT and analytical
skills.
> IT has limited HR skills.

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Application of HRIS

• Strategic Management
> Environmental scanning
> Tracks quality and productivity improvements
• Workforce Planning and Employment
> Tracks promotions, transfers, hiring and
termination rates
> Maintains and prints EEOC data in the
required form
> Prints applicant flow and utilization reports for
affirmative action programs
• Human Resource Development
> Outlines career path development
> Tracks, education, skills and training programs
> Registers employees in courses
> Evaluates employee performance 59
Application of HRIS

• Total Rewards
> Tracks salary survey information
> Tracks retirement planning, tuition
reimbursement, COBRA and HIPAA info.
> Facilitates benefit administration and salary
analysis across job classifications
• Employee and Labor Relations
> Stores employee discipline records
> Records union data and labor distribution data
> Maintains attitude survey results
• Risk Management
> Identifies accident and illness trends
> Tracks safety records, insurance and workers’
comp. claims
> Monitors high-risk conditions and accidents 60
Legal Aspects of Data

• Employee information
> What information should be gathered?
> How should it be used?
> Who should have access to data?
> How should data be safeguarded?
• Privacy:
> Directly related to job
> Need-to-know basis
• Social security number.

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Data Security Issues

• What’s causing the problem?

> Inconsistent legal standards
> More telecommuters and distance workers
> More use of vendors and outsourcing
> Increasing of organization wide IT systems
> Demand for ease of use for e-mail,
downloads, etc.

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U.S. Laws and Employee Privacy

• Fair Credit Reporting Act

• Electronic Communications Privacy Act
• Health Insurance Portability and
Accountability Act (HIPPA)
• Sarbanes – Oxley Act

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Globalization and Employee Privacy

• EU Data Protection Directive – 1998

> Companies must give consumers (or
employees) access to correct their data
> Personal data can be used only for the
purpose for which it was obtained
> Companies may NOT transfer personal
data to countries that lack adequate data
protection laws

• Canadian Privacy Laws

> Federal Rules
> Provincial Regulation

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Conflicts of Globalization

• Conflicting Privacy Regulations

> Collection of data
> Transfer of data
> Employee hot-lines

• What’s a company to do?

> “Safe Harbor” program

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Other Issues in Globalization

• Language barriers:
> Royal English vs. American English.
> Belgium (part of country): In Brussels employee
selects (Dutch or French)
• Processes differ slightly:
> In U.S. address may trigger benefit changes
> In Europe this is not a concern
• Government regulations and reporting
> Requirements will vary among countries
• Terminology
> may be different from one country to another
• Culture
> Individual vs. Collective

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Change Management and HR
Integrating HRIS
• What is the role of HR during change?
> Recognize individuals may react negatively to
change
> Anticipate resistance and find ways to deal
with it
> Show commitment and present a positive
attitude toward the change
> Involve people in the process
> Ensure top management is visible and
supportive
> Remind management and others that change
is a process and successful change takes time
> Reinforce change with incentives
> Communicate with employees & management
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Conclusions

• HRIS
• History of HRIS
• Project management.
• Integrating HRIS and project
management
• HRIS in business decision making
• Globalization, legal, cultural and
organizational change issues

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