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2023 | Buch

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Human Resources Information Systems

A Guide for Public Administrators

verfasst von: Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

Verlag: Springer International Publishing

Buchreihe : Professional Practice in Governance and Public Organizations

Enthalten in: Springer Professional "Wirtschaft+Technik" , Springer Professional "Technik" , Springer Professional "Wirtschaft"

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Über dieses Buch

This volume provides an introduction to Human Resource Information Systems (HRIS) for those in the public administration field. At the intersection between human resource management and information technology, HRIS is often the key to having and maintaining the personnel data that is essential for hiring and recruitment, strategic planning and analysis, and legal requirements in most public organizations. Revised and updated for the second edition, this book describes what an HRIS system is, what the functionality of such a system should be, and outlines the practical aspects of an HRIS. It also compares the different aspects of human resources in public organizations, non-profit organizations, and private corporations, and how differences across organizations may influence the functionality requirements of the HRIS. Finally, the volume contains both an organizational theory component, which frames how an HRIS interacts with an organization both from a functional standpoint and a reporting standpoint. The book includes a practical component, which includes real-world case studies that illustrate the advantages and pitfalls to implementing an HRIS enterprise system. Providing a thorough introduction to HRIS for both academics and practitioners, this volume is appropriate for researchers, graduate students, and practitioners in the fields of public administration, higher education administration, information systems, computer science, and human resources.

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Inhaltsverzeichnis

Frontmatter

1. Introduction

Abstract

Data is the lifeblood of any organization; it constitutes the basis for decision-making at all levels. Inaccurate or poor data can lead to inefficiencies whether in public or private sectors (Oliveira & Rodrigues, 2005). Despite its importance to an organization, access to accurate data is often not given sufficient attention in the literature. There is a dearth of studies examining the reasons for poor data in public organizations.

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

2. The History and Evolution of HRIS

Abstract

The success of any organization depends on its practices that range from recruitment, training and development, performance evaluation, compensation, and retention. While these are considered core functions of human resources management (HRM), the technology, policies, and procedures that enhance the effectiveness of these core functions are termed as Human Resources Information Systems (HRIS). With the advent of technology, the role of Human Resources (HR) has changed. In the past when an employee applied for a job, they were required to fill out a paper application providing information on demographics, employment history, and other details like certification, skills, education, and so on.

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

3. Existing Research on HRIS in Public Organizations

Abstract

The utility of Human Resources Information Systems (HRIS) in the public sector remains very much at the functional level; it is beginning to see its use in strategic decision-making. There is a consensus among researchers that HRIS use and its adoption in public and nonprofit organizations is limited. Past studies focused on the adoption of Information Communication Technology (ICT) in public sector (Troshani et al., 2011). There is an increasing reliance on HRIS to fulfill even the most basic tasks (Hendrickson, 2003; Lengnick-Hall & Moritz, 2003) based on the degree of sophistication (Ball, 2001). Payroll management and benefit administration are often considered basic and unsophisticated tasks, while HR planning, recruitment and selection, training, and development are considered sophisticated tasks that aid in strategic decision-making (Ball, 2001; Martinsons, 1994). According to Troshani et al. (2011), HRIS adoption in the public sector depends on technological, organizational, and environmental (TOE) factors.

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

4. The Architecture of HRIS

Abstract

While this is a very technical chapter for public administrators, it is critical for public administrators to understand what HRIS is and how it works. As stated by SHRM:

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

5. Application of HRIS in Public Organizations

Abstract

There are many HRIS software solutions for public and nonprofit organizations that have different capabilities. HRIS’s importance and usefulness will vary from organization to organization due to technical capabilities or limitations of the system and personnel. HRIS enterprise software is not as critical to small public and nonprofit organizations as it would be to a major municipality, for example. The additional requirements that public and nonprofit organizations will need for an HRIS system to be effective will depend upon what type of reporting is required by each entity at the federal, state, and local levels for compliance purposes.

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

6. Public and Nonprofit Organizations Versus Private Industry Needs

Abstract

HRIS systems need to be flexible and adaptable to allow human resources professionals to enable public, nonprofit human resources, and private-sector organizations to manage various personnel records to fully serve their organizations. The range of needs for public and nonprofit organizations include Civil Service, Compliance Reporting, Pension Plans, Benefits, and Types of Employees.

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

7. The Theory of How HRIS Should Work

Abstract

HRIS enterprise software is a tool that enables an organization to retain official records, process personnel updates, promote the recruiting process, allow for data for analysis to retain personnel, comply with local, state, and federal reporting mandates, and allow for the seamless ability to pay employees correctly as well as process terminations. As stated by Karikari, Boateng, and Ocansey:

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

8. The Functional Areas Utilizing HRIS in a Public Organization

Abstract

HRIS is like the tentacles of an octopus reaching out from a centralized system to touch multiple business processes, compliance reporting, and decision-making within an organization. A small public or nonprofit organization can probably manage to do business using a homegrown system to house their HR system, or can outsource those functions to a specialized vendor to handle certain organizational aspects. However, an organization with a certain threshold of employees will need some type of HRIS system that is standardized. Throughout this chapter the functional areas of a public or nonprofit organization will be discussed and reviewed on how those areas interact with HRIS.

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

9. Obstacles for Public Organizations Using HRIS

Abstract

Data quality is defined in the literature as “a set of characteristics that data should own (p.1)” (Scannapieco & Catarci, 2002). Several scholars have provided various classifications for data quality. These include accuracy, timeliness, completeness and consistency (Ballou & Pazer, 1985; Scannapieco et al., 2005), meaningfulness, unambiguousness, and accessibility. The most detailed classification is provided by Wang et al. (1995), in which 25 different dimensions are used to classify data quality, of which accuracy tops their list. Given the importance of accuracy as a measure of data quality, this study will focus on the causes for inaccurate data in the public sector with a special attention on institutions of higher education.

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

10. The Costs of HRIS and Dangers of Migration of HRIS Data

Abstract

In today’s environment public and nonprofit organizations have to be cautious funding enterprise software since budgets are tight and accountability for spending money has been increased in recent years. HRIS enterprise software is an expensive investment for any organization, but for medium to large organization, HRIS is necessary for compliance and operational purposes (Handrick, 2019). There are many costs and risks (e.g., security breach) associated with HRIS software, which organizations should assess before determining if one should be purchased and if so which one to select (CompareHRIS.com, 2021; Leonard, 2019). With some public and nonprofit organizations, there may not be enough justification to purchase HRIS if the organization is small enough to operate without such a system (Leonard, 2019). There are also costs to the organization for not migrating to a new HRIS software package if the existing system is expensive to maintain and no longer supported by the vendor (Curic, 2017).

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

11. Higher Education Specific HR Issues

Abstract

Higher education institutions have many unique employment caveats, which create difficulties even for the best HRIS applications. While most public, nonprofit, and even private organizations have straightforward employment guidelines, it is not the case with higher education institutions. Unlike a private corporation, a higher education institution will usually have several different missions and roles requiring a mix of different employees when compared to other organizations. Higher education institutions can be involved not only with instruction of students, but also research activities, public service, and extension services. This does not include higher education institutions with major athletic programs and specialized contracts for coaches paid from the nonprofit organization’s account (boosters). The HRIS software of an institution will need to be flexible enough to capture contractual information since these are both personnel documents and official documents.

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

12. Conclusion: What Have We Learned?

Abstract

The key purpose of this book is to examine the need for accurate personnel data, identify barriers, and provide solutions to supply good quality data that can be used for sound decision-making. Good quality data are the backbone of any organization and impacts institutional decision-making capacity, which in-turn impacts policies at all levels of an organization (Strong et al. 1997). Thus, the importance of accurate human resources data cannot be underestimated. The data can be used for operational and compliance purposes since public entities are responsible for reporting employee data to the federal and state agencies. Any sizable public organization will need to have an information system to manage human resources information. However, there are several challenges in getting good quality data as indicated by this research. HRIS in the public sector is often used for data collection and storage more than for strategic decision-making (Beadles et al., 2005; Kovach & Cathcart, 1999). According to Guan e tal. (2002, p. 174), “what is needed in developing effective information support for institutional decision making is a ‘paradigm shift’ that re-conceptualizes information systems as critical to decision making.”

Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

Backmatter

Titel: Human Resources Information Systems
verfasst von: Nicolas A. Valcik
Meghna Sabharwal
Teodoro J. Benavides
Copyright-Jahr: 2023
Verlag: Springer International Publishing
Electronic ISBN: 978-3-031-30862-8
Print ISBN: 978-3-031-30861-1
DOI: https://doi.org/10.1007/978-3-031-30862-8

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