Achievement of Organization Excellence Through HRIS

In the modern dynamic business workplace, Information Technology (IT) works competently and reliably that ultimately resultant the increase in work efficiency by reducing the unnecessary processes as well as boost up the profit by reducing the cost. Computers and Human Resources Information Systems Managers both play a central role in the implementation and administration of technology within their department. They plan, coordinate, and direct research on the computer-related activities of their department. In consultation with other managers, they help to determine the goals and then implement technology to meet those goals. Before defining the imperative and critical use of Information System in the job of HR managers in an organization, we must define their roles and responsibilities.

In today's rapidly changing business world Human Resources department has to play a very critical role in any organization. Either it concerns to the hiring or firing of employees or it relates to employee motivation, the HR department of any organization now engages in a very central role, not only to formulating policies, but also in streamlining the business process(es). HR set up strategies and formulates policies with the help of information systems to ensure that the desired goals and objectives are met on the right time.

To make a human resource department more effective and efficient new technologies are now being introduced on a regular basis so make things much simpler and more modernized. One of the latest human resource technologies is the introduction of a Human Resources Information System (HRIS); this integrated system is designed to help provide information used in HR decision making such as administration, payroll, recruiting, training, and performance analysis.

To manage the Human Resources in an organization managers use Human Resource Information System (HRIS). It is basically dedicated software that helps to execute, monitor and standardize HR Processes in any organization. HR managers and executives also use HRIS as decision support tool that allows the users to utilize the data in format which is easy to understand and helps to identify pattern, blockages and gaps in the work flow. The basic advantage of HRIS is not only the availability of computerized employee records but to uphold the latest account of information that can be helpful in the future to build human resource management plan.

The most important areas of HR that can be influence by the HRIS are time management, Payroll, labor management, employee benefits and most important HR management. With the effect of HRIS all these areas not only become error free but also their execution process become smoother and ultimately the cost that occurs on these processes turn out to be less. Therefore, Human Resources Information System (HRIS) allows a user to see sequential history of an employee from his /her professional data to personal information. Getting the required data by applying filter at different levels make the decision making process more efficient and the information that filters in days or even week can get in minutes.

Employee benefits are very crucial because they help to motivate an employee to work harder. By using a Human Resource Information System (HRIS) in employee benefits, the human resource department is able to keep better track of which benefits are being availed by which employee and how each employee is profiting from the benefits provided. On the other hand, to manage the time and labor a HRIS is benefited because it allows the user to effectively gather and appraise employee time and work information that ultimately helps to make managerial decision. Through HRIS we can track the employee information in more scientific way that helps to find out whether the employee is performing at its full potential or not and also helps to judge either is there any need of improvement in the overall performance of the employee or not.

A Human Resource Information System (HRIS) also has advantages in HR management because it reduces time and cost consuming activities that ultimately lead to a more efficient HR department. This system reduces the long HR paper trail that is often found in most HR divisions of companies and leads to more productive and conducive department on the whole both in term of efficiency and cost.

Vital Role of Information Technology in Managerial Activities

In the modern dynamic business workplace, Information Technology (IT) works both efficiently and reliably. Computer and information systems managers play a central role in the implementation and administration of technology within their organizations. They plan, coordinate, and direct research on the computer-related activities of firms. In consultation with other managers, they help determine the goals of an organization and then implement technology to meet those goals. Before defining the imperative and critical role of information technology in the job of managers in the business world, we must define who is manager actually.

Managerial Roles:

A manager is responsible for the overall success of his/her related tasks, assignments or projects. In some companies, this person might be called a Project Coordinator, or a Team Leader, however, the key aspect is that the person is responsible for ensuring the success of the given responsibilities.

Process Responsibilities: Once any project starts, the project manager must successfully manage and control the work, including:

·         Identifying, tracking managing and resolving project issues

·         Proactively disseminating project information to all stakeholders

·         Identifying, managing and mitigating project risk

·         Ensuring that the solution is of acceptable quality

·         Proactively managing scope to ensure that only what was agreed to is delivered, unless changes are approved through scope management

·         Defining and collecting metrics to give a sense for how the project is progressing and whether the deliverables produced are acceptable

·         Managing the overall schedule to ensure work is assigned and completed on time and within budget

Information Technology plays supporting role for managers to planning, implementing, organizing, and controlling all these activities. Managers use IT to develop Management Information System to streamline all their processes. These systems help them a lot form initial stage of planning to final stage of controlling and decision making of all processes.

Information System Managers:

Information systems managers generally have technical expertise from working in a computer occupation, as well as an understanding of business and management principles. A strong educational background and experience in a variety of technical fields is needed.

Education and Training: A bachelor's degree in a business-related field usually is required for management positions, although employers often prefer a graduate degree, especially an MBA with technology as a core component. Common majors for a graduate degree are Human Resource, Finance, Marketing, or Management Information Systems (MIS).

Certification and Other Qualifications: Information Systems Managers need a broad range of skills. Employers look for individuals who can demonstrate an understanding of the specific software or technology used on the job. Generally, this knowledge is gained through years of experience working with that particular product. Another way to demonstrate this trait is with professional certification.

Advancement: Information Systems Managers may advance to progressively higher leadership positions in available related departments. A team manager, for instance, might be promoted to the project manager and then to chief information officer.

Information Technology is used almost in every industry, organization and department in current business world. The rate of change in transformation of managerial roles is very high in each and every part of the world because of IT.

Managerial Positions and IT Participation:

Managerial positions that manage workers, deal with information technology, or make business or technical decisions include:

Advertising, Marketing, Promotions, Public Relations, and Sales Managers coordinate and maintain their companies’ market research systems, marketing strategy systems, sales monitoring systems, advertising, promotion, pricing, product development, and public relations activities with the help of IT.

Computer Network, Systems, and Database Managers are the designers of computer networks. They set up, test, and evaluate systems such as local area networks (LANs), wide area networks (WANs), the Internet, intranets, and other data communications systems.

Computer Systems Analysts use IT tools to help enterprises of all sizes achieve their goals. They may design and develop new computer systems by choosing and configuring hardware and software, or they may devise ways to apply existing systems' resources to additional tasks.

Engineering and Natural Sciences Managers plan, coordinate, and direct research, design, and production activities. To perform effectively, these managers use IT for administrative procedures, such as budgeting, hiring, and supervision.

Financial Managers oversee the preparation of financial reports, direct investment activities, and implement cash management strategies. Managers use special financial software’s to develop strategies, to formulate forecasted financial statements and to implement the long-term goals of their organization.

Top Executives devise strategies and formulate policies with the help of information systems to ensure that the desired goals and objectives are met on the right time. Information Technology plays vital role in their decision making.

Conclusion:

The analysis of the role of Information Technology in managerial activities reflects that the future of managers in organization heavily depends on the use of IT.  Due to involvement of IT

·         Employment is expected to grow faster than the average for all occupations.

·         A bachelor's degree in a computer-related field usually is required for management positions, although employers often prefer a graduate degree, especially an MBA with technology as a core component.

·         Many managers possess advanced technical knowledge gained from working in a computer occupation.

·         The future of Managers is all about the combination of management and IT skills.

Imperative Role of BPR for the Integration of CBIS

The basic concept of BPR (Business Process Re-engineering) is about the analysis and redesign of organizational processes. BPR is also known as Business Process Redesign. It is the process of restructure the business processes to make them more efficient and/or to remove the flaws or short comings that don’t allow the processes to execute in proper manner. In context of an organization that aims to adapt the BRP, it looks to improve some of its operational processes so that the work should be done in efficient and effective way. In simple words BPR is about to increase the output not by looking at some specific actions or functions but to the entire process(es).
Primarily BPR contains two major important phases which are: Analysis Phase and Problem Solving Phase. From the name it is shown that the Analysis Phase is about analyze the workflows or processes to identify what tasks are being done, what procedures and policies or practices are being done in the organization. After identification of the processes find out the reasons why those tasks that were identified are being done. Either these are only practices that done to perform some specific tasks or they are some important policies and procedures of the organization that must follow. If it is identify that the process done is only a practice but it is very important to perform the task make it procedure/policy of the organization. Scrutinize how the tasks are being done, what are the courses of actions take place to perform the tasks. Last but not least ascertain the inhabitants that who are performing the tasks. Basically analysis phase is all about identifying the existing processes to perform the task(s).

After the analysis of workflow, now determine all the steps and procedures that are need to be done to redesign the process. In the analysis phase it reveals that what is the problem area that needs to address or which process is need to make more efficient while Problem Solving Phase is all about deciding what should be done? Either there is the need to remove the unnecessary things attach to the process or to make the process more lucrative by increasing efficiency. Figure out how the tasks should be done that what are the best possible steps should take place to remove the inefficiency from the processes to redecorate the workflow. Where and When should be the tasks done, and more important decide who should be responsible to perform the tasks.

Now-a-days cross functional teams urge to redesign several separate processes into the fully developed logical cross functional process(es) so that the task(s) would be perform in more systemic and error free way. In the new era of technology where the automation has become trendier in cross functional teams while doing the re-engineering or redesign the workflows or processes, the concept of Computer-based Information System is also becoming more popular. In most of the big or medium size organizations one department interlinks to other and one process of one department is link to other process of the same department or to the one or more processes of some other departments. One of the most common cross functional activity that perform in an organization is Pay Roll Distribution where both HR and Finance departments work together to execute the function of Salary and Wages distribution.

In today’s rapidly changing business world BPR plays an important role for an organization to achieve the utmost effectiveness with high efficiency and is essential for the overall victory of any organization. CBIS is becoming more popular in the organization because it lessens the unnecessary processes and amplifies the proficiency of businesses in general. Additionally, the incorporation of CBIS should be visionary. It should not only support and fulfill the current requirement of the organization but futuristic approach must adapt.

On the other hand, while integrating the CBIS organizations need to adapt proactive approach. The CBIS integration can be time taking activity, an organization need to develop both the short term and long term strategies. These strategies should be practical and must support the overall business process redesign plan. Some organizations work over efficiently that ultimately resultant the business loss in term of resources, time, productivity and efficiency level. Also take all the level of management in confidence while incorporating the CBIS because some people refuse to adapt change as they feel fear to lose their job or feel insecurity from the new system. Figure out carefully that either at all level of management people are persuaded to adjust with change and are agreed to support the integration of new system or not, otherwise the high resistance can affect the system redesign plan badly.

Furthermore, the integration of new system must be justifiable both in term of money and efficiency.  Standards are need to set that must meet or surpass during and at the end of the project, otherwise there will not be any benefit to assimilate new system. Last but not least after the implementation of successful plan the role of BPR doesn’t finish here, a maintenance plan is needed to develop so that the new integrated plan should meet or surpass the performance benchmark during it life cycle.