Human Resources Information System

HRIS(Human Resources Information System)

What is HR System?

HRIS (Human Resources Information System) or HRMS (Human Resources Management System) is a new world order for managing human resources in organizations. A world where scientists and practitioners in the industrial/organizational psychology field have much to say and much to offer in order to promote the effectiveness and optimization of HR technologies and services.

What is a Computerized Human Resources System?

HRIS (Human Resources Information System) or HRMS (Human Resources Management System) is An integrated system designed to provide information used in HR decision making.

Three roles of HR management in organizations

HR management has three roles in organizations; administrative, operational, and strategic roles:

How can HRIS contribute value to the organization?An HRIS serves two major purposes in organizations:

1. HR Administrative and Operational Role:

The first purpose of an HRIS is to improve the efficiency with which data on employees and HR activities is compiled. Many HR activities can be performed more efficiently and with less paperwork if automated.

2. HR Strategic Role:

The second purpose of an HRIS is more strategic and related to HR planning. Having accessible data enables HR planning and managerial decision making to be based to a greater degree on information rather than relying on managerial perception and intuition.

What are the Uses of an HRIS?

An HRIS has many uses in an organization. The most basic is the automation of payroll and benefit activities. With an HRIS, employees’ time records are entered into the system, and the appropriate deductions and other individual adjustments are reflected in the final paychecks.

What are the Uses of an HRIS?

How to choose an HRIS?

It is crucial when establishing an HRIS that the system be able to support the HR strategies of the organization. This requires analyses of the uses of HR information, both in the HR unit and throughout the organization.

To design an effective HRIS, we advise starting with questions about the data to be included:

What information is available, and what information is needed about people in the organization?

To what uses will the information be put?

In what format should the output be presented to fit with other organization's records?

Who needs the information?

When and how often is it needed?

Answers to these questions help pinpoint to your exact needs.

How to choose an HRIS?

What are the benefits of accessing the HRIS via Internet or organization's internal network?

The Internet has changed everything. The dramatic increase in the use of the Internet is raising possibilities and concerns for HR professionals.

Use of web-based information systems has allowed the HR units to become more administratively efficient and to be able to deal with more strategic and longer-term HR planning issues. Organizations have used these web-based HRIS options in four primary ways:

1. Bulletin boards:

Information on personnel policies, job posting, and training materials can be accessed by employees globally.

2. Data access:


Linked to databases, an intranet allows employees themselves to access benefit information such as sick leave usage, vacation balances, salary paycheck, and so on, freeing up time for HR staff members who previously spent considerable time answering routine employee inquiries.

3. Employee self-service:

Many intranet uses incorporate employee self-service options whereby employees can access and update their own personnel records, change or enroll in employee benefits plans, and respond to employment opportunities in other locations.


4. Extended linkage:

Integrating intranets allows the databases of vendors of HR services and an employer to be linked so that data can be exchanged electronically. Also, employees can communicate directly from throughout the world to submit and retrieve personnel details.

What are other considerations when deciding to have an HRIS?

Budget is always the number one issue

Implementation costs are often difficult to forecast, and systems invariably cost more than anticipated. There are several reasons for this finding. Cost can increase as organizations begin to realize the amount of change that self-service involves. HR processes often need to be reexamined and redesigned.

It is important to be realistic in the budget estimates and to make sure the business case is strong enough so that, if costs are more than anticipated, the organization can still show a reasonable ROI.


Ease of use is critical

User acceptance is critical to long-term success. The web interface must be designed for ease of navigation and reflect best practices in website design. Users will compare your website to others with which they are familiar. If information is difficult to find or navigation is confusing, users will have negative early experiences and be less likely to go to the system for their HR services.

Training those who will be using the HRIS

Training is critical to the successful implementation of an HRIS. This training takes place at several levels. First, everyone in the organization concerned with data on employees has to be trained to use new recording forms compatible with the input requirements of the system.


Consider security and privacy

Security is always an issue on the Internet, especially when personal information about employees is involved. Controls must be built into the system to restrict indiscriminate access to HRIS data on employees. Today, the trend is toward “single sign-on” systems that streamline access and provide a reasonable level of security.

19 Reasons to Upgrade/Migrate to HRwise

Integrated. All what HR professionals need in one place.

Three main HR functions are integrated in one software; employees' information, their attendances/leaves, and payrolls. No separation between functions. All are interrelated together. No need to take the output of your attendance/leave system and feed to your payroll system. No data import. No rekeying.

Remotely accessible.

With any standard PC or labtop, in seconds, anyone - with predetermined rights (privileges) - can access HRwise through organization's internal network. Just need a username and password. It is also accessible through internet. Users with any computer has any web browser can access HRwise from any location - again with specific allowances.


Applies modern biometric fingerprint method to record attendance /leave. Access cards capabilities are included.

HRwise applies state-of-art and the most modern biometric technology. It uses fingerprint machines to collect employees' attendances/leaves directly to the computer. Forget employees signatures, punch cards , and other old ways to record employees' attendance/leave. These methods has been obsolete. They requires rekeying again which costs a lot of efforts and consume time.

Eliminates paperwork.

Get rid of papers and forms circulating among your organization. HRwise has an internal messaging system with built in approval system. It handles all kinds of requests (permissions).


Collects attendances/ leaves from remote branches.

HRwise collects employees' attendance/leave records from organizations' branches in other locations, cities, and even countries. Required just only a standard DSL internet connection with the remote location (we have solution for locations still without DSL service).

Accessible via all web browsers.

Worlds' populations that uses the internet are all so familiar with web browsers. HRwise is a web-based software. This means that user run his/her preferred browser, type "hrwise" in the address, enter user name and password, and in seconds have an access to the system. Even if you use Mac computers, you have many available web browsers like Safari.


Record attendance/ leave via PC.

If your organization has a high PC for employees ratio, employees may record their attendance/leave directly from HRwise interface. Some directors, managers, and other key position that don't record their attendance/leave for reason or another, may use this useful feature of the programAutomatically calculates taxes and social

insurance.HRwise automatically - without any interference - calculates social insurance shares for both; employee and organization based upon employee's pay (basic salary, variable, ...etc). It calculates alsoautomatically taxes on pays - salaries, wages, ...etc - according to latest country's law modifications with predefined tax brackets and exemptions.


Very easy to modify. No programming required.

If your organization decides to have modifications - minor or major - to some aspects of its current HR system or policy, HRwise is very easy and flexible to go with such updates. All are done easily as 1,2,3 without programming costs, efforts, and time. All aspects of the programs can be customized.

Supports all worlds' currencies.

Recording pays - salaries, wages, ...etc - and getting payrolls by more than one currency is available. Exchange rates may be manually defined or to be updated online automatically.


No errors. No duplications. No old methods to prepare payrolls.

Stop using traditional payroll preparation methods. Do you still use books, spreadsheets' softwares, or payroll system that requires a lot of human efforts in addition to highest errors possibilities? Knock out all this. HRwise is based on the most dependable database in the world now. Integrates easily with most banks' accounts systems.

Most organizations now transfer its employees pays to banks. This makes it easy for employees to receive their pays. Each bank has its own instructions and way to enter employees data, accounts numbers, and amounts.


Unlimited number of reports.

Either its related to employee's information, attendance/ leave, or payrolls, HRwise can so easily customize the report format according to need. All reports can be easily exported, converted to the global standard format pdf, or printed from within the same report's page.

Employees' Self-Services (ESS). Managers' Self-Services (MSS).

Reduce the call volume over the HR department and let it focus on more strategic issues. Regular employees may access their relevant information such as their timesheet, schedules, shifts, remaining vacation balance, pay stub (slip), and many others.


We do all donkey work on behalf of you (data entry).

We know very well that employees are already very busy with their first priorities; getting customer orders, making shipments, meeting payroll, keeping the equipment operating, running the business,...etc. Don't worry; keep your staff investing their time in more important tasks, and let us do all the data entry work for you.

Training, hand-by-hand.

As HR professionals and software house; we believe that lack of appropriate training may be one of the failure factor for applying any new system. We provide all kinds of training on HRwise; on-site, out-site, on-the-job, computer-based modules, and video trainings.


Reliable and fast support you may ever imagine.

More than 90% of HRwise issues will be covered in training. An updated list with explanation regarding all aspects of HRwise are available - for HRwises' customers - online on the support section.

After installation services, their limits is the sky. Our engagement doesn't end after successful

implementation and running of HRwise. No, this is just the start. This includes performance tuning, problem resolution, regular maintenance, regular backup, new features update, major updates, minor upgrades, access to alpha and beta tests for new versions, and regular monthly visits to customer's site.


Least implementation time.

As the implementation time for any new system to be decrease, we consider this as one of the main factor that contributes to the success of the new system. HRwise's installation, testing, data entry, and training is accomplished in an incredibly very short time.

HRwise System Components

1. Hardwareis an attendance/leave biometric fingerprint recorder machine that recognizes employees fingerprint when he/she put his/her finger. The machine then store the employees' time in the computer.

2. Softwarestores all employees time, prepare salaries, and generates reports.

HRwise System Functions

AdministrationThe part of the system where the HR Manager or other appointed personnel perform all system administration tasks. This includes defining company structure, pay grades and other information that serves as the backbone for the rest of the system.Personnel InformationThis core function maintains all relevant employee related information, including different types of personal information, detailed qualifications and work experience, job related information…etc. Information captured here is utilized by all other functions.


Time and AttendanceThis function automates time tracking related processes. It enhances performance by eliminating paperwork and manual processes associated with time and attendance needs. The function helps to efficiently organize labor data, improve the workforce management and minimize errors in enforcement of attendance policies.

LeaveA comprehensive leave management function, with extensive possibilities of defining leave types and more. It caters for all application and approval processes and is able to display information on leave entitlement, balance, history…etc. It significantly streamlines all leave related procedures, eliminates paperwork, and saves costs.


PayrollsAn automated payroll's generation functions. HRwise eliminates too many efforts and associated time and costs of payroll preparations. It automatically calculates fixed and variable parts of employees' pays according to predefined rates. Social insurance, taxes, and other deductions are calculated automatically also.

ReportsThis feature produces customized reports according to needs. Any number of reports can be defined by selecting from a range of search criteria and report fields. Report definitions can be saved to avoid repeating this task. Once the report definition is saved, the report can be generated by providing the required criteria data.


Employee Self ServiceEmployee self service is a powerful tool providing employees with the ability to view relevant information such as personal information, updating personal information with web - enabled PC without having to hassle the HR staff. This function spans through the entire system, making information available anywhere, anytime.

Date post:	21-Sep-2014
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Human Resources Information System

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