Information System in Organization

Introduction

The capabilities of an essential organization are enhanced by an Information System. Information systems provide support for organizations in various aspects such as business operations, individual and group decision-making, the relationship with customers, and new product development. In some cases, information systems are integral to the business model itself. Generally, the use of web-based human resource information systems (HRIS) helps reduce communication costs among workers and firms and enhances supply chain coordination. Organizations focus on their core competencies and outsource other parts of the value chain to specialized companies. Hierarchical layers have been lowered with the capabilities to communicate efficiently provided by an information system. The success of using a human resource information system depends on both the skill with which the system is deployed and its integration with other relevant organizational resources.

The Role of Information Systems in Human Resource Management

Most human resource managers have HRIS installed on their computers, which demonstrates the commitment of organizations to improve the human resource management process and solve related management and communication problems. As noted by Smith (2020), in order to cut down on paperwork and access information more easily, an increasing number of HR professionals are updating their record-keeping methods by switching to HRIS. To reap the full benefits, HR professionals need to carefully plan how HRIS will be implemented to ensure a smooth transition with minimal disruption to the organization’s day-to-day business. Some factors to consider include:

Implementation Factors

A successful implementation depends on the cooperation of management and all staff. To achieve this, HR should communicate the benefits of HRIS to all organization members and departments, including Finance, Payroll, IT, Recruiting, and Benefits, as well as consulting senior management. As the benefits and the ways HRIS will be used may vary by department, HR should consider tailoring communication and implementation by department. HR professionals need to be aware of potential stumbling blocks when implementing HRIS.

Resistance may come from staff uncomfortable with change, and the HR department should be aware of any other barriers to successful implementation, such as timing conflicts with other company initiatives (Johnson, 2019). As with any new procedure, HR must assess and pre-empt potential problems and develop plans to address challenges. This proactive approach can help reduce time and money spent rectifying issues post-implementation. HR should also assess the time required for implementation and treat it as a potential risk. Some HR employees and resources will be diverted to the process, so setting up a multi-stage strategy to redistribute work among staff is important. This strategy helps maintain day-to-day operations without significant disruption.

Implementation Methodologies

Implementation methodologies involve providing content when crafting a project plan, with the project plan delivering the methodology. Planning at a higher level before diving into detailed tasks prevents rework in the long run. Choosing the right methodology is key to developing a structured implementation approach, and it is best to review accepted methodologies before selecting the one most appropriate for the company’s needs (Brown & Taylor, 2021). Software vendors can offer valuable advice, as they are experienced in implementing their systems within various types of companies. Conducting a Business Process Overview (BPO) involves mapping data sources, interfaces, and procedures with other software used by the company. This ensures that HRIS can be better integrated with existing software and ensures compatibility.

Data Management in HRIS

An HRIS is only as good as the data stored and how it is used. HR should understand their current record management system and data requirements, determining how data will be recorded, tracked, and retrieved using the new HRIS. This may involve meeting with each department to determine their data needs and gathering requirements, which should be clearly defined. Clear definitions allow the HRIS to be configured to meet each department’s reporting requirements. The implementation of any new system can feel overwhelming, particularly for companies already struggling to meet day-to-day business needs. However, with careful planning, staged HRIS rollout, clearly defined objectives, a good understanding of data needs, and openness to change, a successful implementation is possible.

References:

• Brown, L., & Taylor, S. (2021). Effective HRIS Implementation Strategies. Journal of Human Resource Management, 34(2), 45-58.
• Johnson, M. (2019). Managing Change: Overcoming Resistance in HRIS Implementation. HR Management Review, 28(4), 102-109.
• Smith, J. (2020). The Evolution of Human Resource Information Systems. Business Information Systems Journal, 22(3), 77-89.