**2. Information systems in human resources management**

In recent years, information technology has effects on almost every aspect of our society, as well on organizational processes, including HRM processes and practices [3]. From a position associated with administrative management, it has managed to become a strategic partner of organizations, largely because of the use of technologies.

*"Continuous innovations in technology will fundamentally change the way HR work is accomplished"* [4]. Information systems have a deep effect on HRM. It transformed human resources processes and practices mainly in terms of how organizations collect, store, use, and disseminate information.

The quality of HRM is a key success factor for organizations. The HR professional should analyze and consider the environment, social, economic, political-legal, and technological. To respond to these challenges, HRM has been forced to adopt new logics and most HR managers must forget habits and ways of thinking and acting outdated. On the other hand, they should help organizations to define their strategies and build programs to develop their human capital.

In fact, the principal goals of HR in organizations are to attract, select, motivate, and retain talented employees in their roles, and "*technology has transformed the way HR processes are currently managed, essentially how organizations collect, store, use, and disseminate information about their HR"* [4].

Kovach et al. defines human resources information systems (HRIS) as a systematic procedure for collection, storing, maintaining, retrieving, and validating data needed by organizations about HR [5]. Tannenbaum defines it as a technology-based system used to acquire, store, manipulate, analyze, retrieve, and distribute pertinent information regarding HR in the organization [6].

HRIS shapes an integration between HRM and information technology [7]. HRIS is a management system designed specifically to provide managers with information to make HR decisions. Is a system that lets you keep track of all your employees and information about them. It is usually done in a database, or more often in a series of inter-related databases.

In this context, information systems have increased the efficiency of HRM through more effective recruitment methods, organizational communication, employee involvement, and increased skills of HR managers [2]. From there, human resource management areas must relate human capital strategies to the most appropriate technological solutions. It means creating an eHR organization focused on interconnecting people with business strategy to achieve rapid adaptation to changing needs common to people and business. These same needs begin to make eHR necessary.

#### **2.1. Objectives**

competitive reality, HRM has a more critical role than ever because new forms of business

HR professionals must analyze social, economic, political-legal, and technological environment opportunities to redesign HRM processes and practices that are key success factors to

To respond to these challenges, HRM has been forced to adopt new logics and most HR managers must forget habits and ways of thinking and acting outdated. On the other hand, they should help organizations to define their strategies and build programs to develop their

In this context, information systems have increased the efficiency of HRM through more effective recruitment methods, organizational communication, employee involvement, and increased skills of HR managers [2]. From there, human resource management areas must relate human capital strategies to the most appropriate technological solutions. It means creating an eHR organization focused on interconnecting people with business strategy to achieve rapid adaptation to changing needs common to people and business. These same

However, not all HR professionals work in strategic HRM. Many still find themselves pressured and seeing their time spent with day-to-day concerns. It is critical to get rid of the administrative burden or at least to mitigate it, to optimize your time and your contribution

With this chapter, we intend to contribute to the definition of the role of HRIS in human

In recent years, information technology has effects on almost every aspect of our society, as well on organizational processes, including HRM processes and practices [3]. From a position associated with administrative management, it has managed to become a strategic partner of

*"Continuous innovations in technology will fundamentally change the way HR work is accomplished"* [4]. Information systems have a deep effect on HRM. It transformed human resources processes and practices mainly in terms of how organizations collect, store, use, and disseminate

The quality of HRM is a key success factor for organizations. The HR professional should analyze and consider the environment, social, economic, political-legal, and technological. To respond to these challenges, HRM has been forced to adopt new logics and most HR managers must forget habits and ways of thinking and acting outdated. On the other hand, they should help organizations to define their strategies and build programs to develop their

resources management, as well as the role of HR professionals in this process.

**2. Information systems in human resources management**

organizations, largely because of the use of technologies.

require new ways of involving people [1].

the organization mission and objectives.

needs begin to make eHR necessary.

human capital [1].

114 Management of Information Systems

to the organization.

information.

human capital.

HRIS shapes an integration between HRM and information technology. Therefore, the basic objectives of HRIS are [7] (**Figure 1**):

**Figure 1.** HRIS objectives.


Organizations require information about their human resources and their functioning, but also require information from their external environment. Thereby, HRIS allows us to collect, store, manipulate, analyze, retrieved, and distribute information from internal and external environment.

HRIS in an organization should be developed in such a manner that the data stored in it can be used for several outputs. Because of these multiple uses of data, there is a need to develop a complete system of gathering, processing, and flowing of information [7] (**Figure 2**).

Chakraborty lists several examples of information that is collected from HR departments or from the surrounding environment and that makes part of HRIS, such as [8]:

**Figure 2.** Type of information needed in HRIS.


#### **2.2. Components of HRIS**

• To provide accurate information about human resource and their functioning and relevant

Organizations require information about their human resources and their functioning, but also require information from their external environment. Thereby, HRIS allows us to collect, store, manipulate, analyze, retrieved, and distribute information from internal and external environment.

HRIS in an organization should be developed in such a manner that the data stored in it can be used for several outputs. Because of these multiple uses of data, there is a need to develop

Chakraborty lists several examples of information that is collected from HR departments or

a complete system of gathering, processing, and flowing of information [7] (**Figure 2**).

from the surrounding environment and that makes part of HRIS, such as [8]:

• Employee information (name, age, qualification, …);

• Promotion, demotion, transfer, separation of employees;

• Availability of human resources from different sources;

• Expectations of human resources from the organization;

• Compensation packages, both financial and nonfinancial, offered;

• Training and development facilities available outside the organization;

• Government policies affecting the employment conditions and labor laws; • Trade union movement and its attitudes toward employer organizations;

• Type of employee recruited during the year;

• Training and development offered; • Results of performance appraisal;

**Figure 2.** Type of information needed in HRIS.

• Employee absenteeism and turnover; • Maintenance, safety and health services;

• Benchmark of HRM practices.

environmental factors.

116 Management of Information Systems

• To provide relevant information.

• To provide timely information.

HRIS applications allow users to store and track all types of data that are related to HR [9]. In the research carried out by Dorel et al. is notorious that HRM was focused on collect and store personal data (records) of each employee, handle their salaries, benefits, vacations, etc. However, HR function has developed and became a very important function of management. Keeping this in mind, we can identify three major functional components of HRIS [5] (**Figure 3**).

**Figure 3.** Functional components of HRIS.

Input function allows us to enter personnel information into the HRIS. The maintenance function allows us to update and add new data into the database. To generate valuable outputs, HRIS needs to make the necessary calculations, and format the data in a way that it could be understood. Therefore, it is important to remember that the most important elements of HRIS is the information, rather the automation of the process or the hardware/software used [7].

In HRIS we can identify three dimensions of HRIS: operational, tactical, and strategic [10]:


#### **2.3. Users**

There are several users of a HRIS. So, who uses HRIS and how is it used? Essentially, we can define three groups of people: HR professionals, functional managers, and employees (**Figure 4**) [11].

In the HR professionals' case, HRIS helps them to fulfill the job functions, even the most elementary job tasks, like reporting and compliance, payroll and compensation analysis, benefits administration, applicant tracking, and skills inventory.

In the other hand, functional managers expect that HRIS provide data to achieve goals and objectives. They expect that the system provide information for performance appraisal and management, team and project management resume processing, recruitment and retention, training and skills testing, and management development [12].

Additionally, individual employees become end users of several HRIS applications, such as self-service, benefit options, career planning, or training and development. Boateng draws attention to the importance of web-based access and self-service portals that have simplified the use of the systems for the employees [7].

#### **2.4. Costs and benefits**

Information systems represent a major investment by the organizations. Thus, it is necessary to keep in mind the costs and benefits of implementing a HRIS (**Figure 5**).

**Figure 5.** Costs and benefits of HRIS.

The common benefits of HRIS referred by different authors are:


• Saving costs [7, 10, 13, 14];

In the HR professionals' case, HRIS helps them to fulfill the job functions, even the most elementary job tasks, like reporting and compliance, payroll and compensation analysis, ben-

In the other hand, functional managers expect that HRIS provide data to achieve goals and objectives. They expect that the system provide information for performance appraisal and management, team and project management resume processing, recruitment and retention,

Additionally, individual employees become end users of several HRIS applications, such as self-service, benefit options, career planning, or training and development. Boateng draws attention to the importance of web-based access and self-service portals that have simplified

Information systems represent a major investment by the organizations. Thus, it is necessary

to keep in mind the costs and benefits of implementing a HRIS (**Figure 5**).

The common benefits of HRIS referred by different authors are:

• Provision of time and quick access to information [7, 10, 13, 14];

• Improved accuracy [7, 13, 14];

**Figure 5.** Costs and benefits of HRIS.

efits administration, applicant tracking, and skills inventory.

training and skills testing, and management development [12].

the use of the systems for the employees [7].

**2.4. Costs and benefits**

118 Management of Information Systems


However, there are costs associated with a HRIS implementation:


There are many software solutions offers, the choice it will be dependent on the decision of the user. Many types of computer-based training, internet access to the recruitment world, and the use of certain programs to assess employees in the hiring process are only available for those with technology-rich environments. The reality is that HRIS enable effectiveness and efficiency, and ensure competitiveness.

According to Hendrickson study, increased efficiency is a benefit of an HRIS [19]. Both time and cost efficiency can be addressed with the ability to do more transactions with fewer fixed resources. This can specifically be seen in areas such as payroll and benefits. In terms of accuracy, the HRIS helps in transactions. Additionally, the technology can be used to simplify processes [19].
