Using HRIS in helping managers store and retrieve data

Applying HRIS in business organization needs to study the current needs of the organization, how employees are reacting to HRIS and how far the organization can make benefits out of such application as this analysis gives the organization better idea about the proper methods of applying HRIS effectively in the business organization.  HRIS can be applied in banks effectively as it can help managers manage human resource activities more effectively. HRIS can help managers control data by providing better options for data storage as ample data of employees can be easily organized in organized files and folders which facilitates human resources planning snail's pace escalation; HRIS can also share in managing the strategic activities related to HRM such as making succession planning, tracking applications, recruitment and selection and training and development. Data can be better arranged by the managers and head departments as all information about the employees can be recorded and updated easily such as names of employees, their addresses, their qualifications, certificates, phone numbers, history of employment, training courses they receive and they need and any other information that need to be clear to managers. Using high information and computerized systems can enable human resource managers deal easily with huge numbers of employees in less time and less effort. Managers can also use it in keeping administrative records such as employees' contracts, meeting records, reports about work and employees and finance records. Managers here do such data processing operations more accurately and more effectively especially in banks as bank mangers need HRIS due to the huge number of employees in the bank and the need for the continuous update of data in addition to the organized filing and reports. (Wei and Feng, 2013). This can help also in reducing the number of employees dealing with data storage and the time consumed in storing such data. This also leads to better analysis for employees' files and reports which leads to better decision making related to employees' careers and succession. HRIS can be applied by managers on different levels including operations, executive and middle management as they have their own automated business systems that can use electronic data processing (EDP)that can help managers replace all paper works with electronic documents which helps banking managers in particular to make transactions easily and process different banking deals in a better way as it helps in summarizing reports and storing them to managers efficiently. Managers can also use Management Information System (MIS) that can help managers focus on making employees used to activities relevant to information systems and integrating them in the plans set for training them to use these systems effectively. HRIS can help managers in decision making processes through the different applications set for such a purpose such as Decision Support Systems(DSS) that are prepared for helping top managers and major decision makers as they help them analyze and mine data effectively in addition to enabling them to have easy and accurate access to any data and information that can help them take decisions as DSS depends on data warehouses that deal with collected data from a different number of databases within the business organization. (Nawaz, 2014)

Using HRIS in helping managers do different operations

Applying HRIS can help managers in different areas such as personnel administration as HRIS is encompassing the employees' personal information that is important in decision making processes and in deciding many things related to the employees. HRIS is also important in salary administration as it facilitates issuing reports that have information about employees' present salary, the increases they received and proposed future increases or any fares that affected their salaries. HRIS enables managers to control employees' leaves and absence rates through maintaining each employee's leave history. They are also useful in skills inventories as these inventories record the different skills of employees and the data relevant to such skills which helps managers recognize employees and setting them exactly in the proper positions they deserve. HRIS helps manager get the needed occupational health data about employees in order to ensure industrial safety and health insurance programs to employees. HRIS can also be helpful in performance appraisal as they are helpful to make a full idea about an employee as it saves the data required for employees appraisal such as appraisals due dates, promotion opportunities available for the employee,  scores of different performance criteria and other measurements. HRIS is responsible for providing factual data that can be combined with the textual information in order to state training requirements for employees and promotion. HRIS is also useful in manpower planning as it helps in keeping the different requirements of employees' positions in the organization. HRIS can also be applied in setting the employee progress path by suggesting the required steps that an employee should follow to be promoted such as training and progression programs. HRIS can be useful when it is applied in recruitment as it makes the different procedures of the recruitment process easy and take less time and effort than the traditional methods of recruitment as it helps in saving details about the various activities employees pass in a recruitment process beginning from the way the job is online advertised till the selection and recruiting processes.  Recruitment passes many stages such as career planning that is the stage when employees need to have future plans for their careers and HRIS makes it easier to help employees in succession as it helps in declaring the current position of an employee and the potential progression plans possible for the employee. (Bedell, Canniff and Wyrick, 2016)

Using HRIS in helping the individual employee

HRIS can be helpful when it is applied by all the employees in the business organization as it can be an interface where employees can make self service through a web portal that can be used by any employee who has certain information for accessing with codes and password to get information about the employee's current position, promotion and requirements of promotion or any needed training courses or programs the employee can join and receive promotion through them. According to Arthur, (2007); web portals and internet interfaces can be well applied in business organizations in order to facilitate the communication processes with employees and to guide them towards achieving better performance through easy access to their information and recognition programs and there are different types of web portals that can be used by the business organization and the most appropriate tools should be used to satisfy employees needs. This can be applied in banks where there is a big number of employees who need to access different types of information easily and fast as this makes employees more satisfied and more confident when they read their annual reports and understand how to take more programs for training themselves to be promoted soon. Self-service applications can be accessed all times a day during the week. Employees have the needed information to log on to the system as their identity is then authenticated and verified. Then the proper change options are provided to the employee according to some basic measurements that control the areas that the employee is permitted to change in to the HRIS—such as updating personal information, reading job postings, or required training programs.

Using HRIS by analysts

The bank should have analysts who can use HRIS more specifically as the analyst's role is acquiring as much possible information in order to use it after examining it for analysis and then provide the suitable alternatives for different business solutions which makes it easy for decision makers to take the right decisions in the right time. Analysts are the best employees to apply HRIS effectively in the business organization as analysts are considered power users because they are the most important persons dealing with HRIS as they are able to realize how far the organization is making use of HRIS and how to improve the current usage of the different systems and activities relevant to the HRIS in the organization. HRIS analysts are highly needed to realize what is meant by the data definitions in terms of the existed data, the data structure and the up-to-date data fields. HRIS can be applied to provide analysts tools that can be used for modeling new scenarios for analysis that suggest what if questions for example; the recruiting analyst can provide managers with a simple list of suggested internal candidates for a job position within the organization that is opened to old employees; the suggested candidates characteristics are then queried by the analyst and they may include (1) the last date of their promotion, (2) their level of development according to what they joined of development programs (3) what their undergraduate degree was, and (4) how far they are suitable to the new job. (Kapoor and Aggarwal, 2012)

Propositions

1. Identity cards

Identity cards can be used in the bank as a part of the work of HRIS as every employee can have an identity card that is issued for him in particular with a coded token number on the card as it can be used in each department and applied on all departments to be used by the employee everywhere in the organization as it can be used for entry and exit from the organization and in certain areas in the organization such as the department and other possible facilities and places where the employee can attend meetings, conferences and training courses. Cards can also be used in attending and leaving recording instead of the fingerprints devices as they reduce malpractice of these devices and raises trust rates in employees. Identification Cards should include the employee's name, identification number, recent picture and the employing Department where the employee works and it may include a number which is referred to the employee by. ID cards should be issued after making serious analysis about the employee and shouldn't be used in private places in the organization where there are secret data that shouldn't be accessed by any employee. ID cards can be issued after the governmental agreement on this and the bank can use them only inside the bank or outside in other relevant organizations. When an employee changes the department where he works at, his identification card must be given back to the human resource manager in order to receive a new one with the new data on it and new codes. According to Regis, (2008) the identity cards can save time and efforts consumed in manual recording of employees' attendance and it is more practical than using fingerprints devices as they are used in different fields and not only checking attendance but to be used in different areas in the organization.

2. Empowering HR professionals

HRIS can be used in empowering HR professionals as it can add strength to the informational background of HR professionals through the updated data computer terminals can provide them in addition to the accurate facts and pictures that makes collective bargaining an easy tasks for HR professionals so it is suggested that HR professionals in the bank not be afraid from depending on HRIS as it can't replace them at all but on the contrary; it can support them in their work saving time and effort and saving much time for making better relationship with employees and helping them to communicate better which increases the organizational success and competitiveness. According to Grobler, (2005); IT is not opposing the nature of HR professionals' work or it comes to threaten their positions but it can be used to serve the work of human resource professionals and to empower them more than working without it as it increases value and accuracy in the outcome of their work. Banks can apply the smooth convenient implementation plan that uses innovated programs relevant to the banking and financial tasks and to the needs of the human resources because HRIS is consisted of a number of different elements and they all should function properly or the function of the whole system may fail. When all elements of HRIS work properly and the system works accurately; the whole organization can gain benefits and competitive advantage. HRIS can help HR professional improve the organization's administrative efficiency as it ensures faster information accessing,  processing, better communications among employees and management, higher accuracy in all activities, lower HR costs and general better HR productivity and profitability which will return on the whole organization with better consequences resulting from employees' job satisfaction and customer satisfaction based on it.

3. Corporate strategy

HRIS can be used in supporting the organization's corporate strategy as it is considered to be a strong strategic organizational resource and it can support the whole organizational strategy not only its human resources management as when it depends on strategic analysis, it can help in facilitating strategic planning that may be random or based on personal opinions. HRIS is according to Chanda, (2007) a very intelligent option for strategic analysis and strategic planning because it is able to provide an accurate strategic analysis for the organization management to be used in evaluating the corporate strategy in align with the HR strategy. HRIS can be used to analyze the HR strategy in order to help the organization management achieve strategic goals that are suitable for its human resources on the long term in order to be able to retain employees through the proper motivation and reducing their turnover ratios which reflects on the organization with success and higher productivity. Banks are large organizations where manpower planning takes long time to get the needed information that helps in achieving it as HRIS can reduce the cost of manpower via different programs that supports the work of human resources and reduce it to be achieved by less employees who are professional in IT and information systems. Intranets can be applied to enhance the corporate strategy of the organization as it provides better chances for communication within the organization and gives much opportunities to employees to express themselves, their needs, problems and complaints and this enhances corporate strategies of the organization. Strategic human resource technologies are effective in enhancing human resource management and set strategies for it based on the accurate data processing and easy accessing to it in addition to the different solutions for human resources problems such as the communication channels it provides to reach bosses and discuss problems with them easily.   

4. Database management system in each department

There can be a database management system in each department that can be used for providing each head department with the needed technological treatment of data and accessing the department employees' information easily as this helps the head department to provide better and more accurate reports about his employees which facilitates processes of promotion and succession as it makes succession plans easy and more valid and reliable. HRIS can be applied on each department in particular as it provides each head department with the means for easy access and utilizing for available data. The HRIS involves tools that gives users the opportunity to input new updated data and edit current data, HRIS programs enable users to select what they need from reports which are redefined and either to print or display them on a monitor. Reports can be used for addressing any of the various operations relevant to human resources including succession planning, equal employment, compensation planning, retiring or opportunity monitoring.

Conclusion

In conclusion, HRIS can be applied in business organizations such as banks and others in order to provide better solutions for the different organizational problems related to human resources as it saves time and effort and makes all operations related to human resources are more accurate and precise information about employees. HRIS can be applied for helping managers control date through storing them and retrieving them in less time and effort and on high levels of accuracy and security. HRIS can be used to help the individual employee access information related to his own promotion, training and other needed data through special portals and interfaces that are made by the organization and managed by both the organizational management and the individual employees through special codes, numbers and identities. HRIS can be applied by analysts who can use it to make managers more able to deal with human resources.