hris project
TRANSCRIPT
Shivaji University, Kolhapur
1.1 INTRODUCTION
In today’s globalized world it is need to go as per the technology
changes. Human Resource Information System is a software which helps in
planning, controlling the HR cost. Also helps in achieve improved efficiency &
quality in HR decision making. And for the improvement in employee &
managerial productivity the study of Human Resource Information System is
important. Human Resources are an organizational function that deals with issues such as
recruitment and selection, training, appraisal, compensation and performance
management of the employee. Human beings are also considered to be resources because
it is the ability of humans that helps to change the gifts of nature into valuable resources
The goals can be achieved through detail study of using the effective information
system the company needs to implement Human Resource Information System. By
automating human resource practices, HRIS saves time & money, effectively reallocates
processes & thus provides competitive advantage and adds strategic value to the
organization. HRIS is set of inter related components working together to collect, process
& store information to support HR decision making, coordination and control in an
organization. HRIS is an emerged term in this competitive age. Human Resources is an
organizational function that deals with issues such as recruitment and selection, training,
appraisal, compensation and performance management of the employee.
The human resource information system provides details on administration,
payroll, recruitment and training. This system is expected to deliver valuable results to
the personnel department. A Human Resource Information System is software containing
a database that allows the entering, storage, and manipulation of data recording of
employees. Human Resource Information System (HRIS) is a systematic way of storing
data and information for each individual employee to aid planning, decision making, and
submitting of returns and reports to the external agencies. It merges HRM as a discipline
and in particular it’s basic HR activities and processes with the information technology
field. It can be used to maintain details such as employee profiles, absence reports, and
salary admin and various kinds of reports.
As companies grow and hire more workers, they must find the way to organize
information about their employees. A Human Resource Information System is a
MBA Programme. DKTES Department of Management Studies. 1
Shivaji University, Kolhapur
computer that allows companies to electronically store information about their
employees.
1.2 IMPORTANCE OF THE STUDY
It observed that the study of Human Resource Information System is important
for the effective decision making regarding human resources & maintenance of all HR
functions.
The following points explains the importance of HRIS
Strategy
Competitiveness
People
HRM.
1.3 STATEMENT OF THE STUDY:
“TO STUDY OF HUMAN RESOURCE INFORMATION SYSTEM” to special reference with Shree Warana Sahakari Dudh Utapadk sangh, Ltd. Warana nagar.
1.4 OBJECTIVES:
To study the human resource information system.
To find out the problems areas of Human Resource Information System.
To study the need and importance of the human resource information system.
To find out the requirements for implementation of the human resource
information system.
1.5 SCOPE OF THE STUDY:
1) The area of study is limited to the existing system of Warana Dudh Sangh,
Warana.
MBA Programme. DKTES Department of Management Studies. 2
Shivaji University, Kolhapur
2) The respondent of the study were 10, users of existing Human Resource
Information System.
3) To understand how the Human Resource Information System is used in Warana
Dudh Sangh, Warana.
1.6 Research Methodology
SOURCES OF DATA COLLECTION
The data was collected from the primary and secondary source
RESEARCH METHODOLOGY
Data collection involves two methods:-
A] Primary Data.
B] Secondary Data.
A] PRIMARY DATA:-
This methods refers to collection of first hand data, this is directly
collected from the officials of the organization. This data is collected by following
methods.
1. Interview of the officials.
a) Dep. Manager (MIS).
b) Manager.
c) Attendance recorder.
d) Employees.
2. Observation of overall working of Human Resource Information System in
organization.
3. Questionnaires filled by respondents.
MBA Programme. DKTES Department of Management Studies. 3
Shivaji University, Kolhapur
B] SECONDARY DATA:-
This data refers to the collection of second hand data. This data is
collected from the company in the written or printed format.
The sources of this data can be as follows….
a) The annual report of the organization.
b) Official records of the organization.
c) Other published articles of the organization.
1.7 LIMITATIONS OF THE STUDY:
1) Period allowed for the study was quite less.
2) This study is limited to only for Warana Dudh Sangh.
3) The response given by some of the respondents may not give honestly.
4) Some confidential data couldn’t be disclosed due to company policies.
MBA Programme. DKTES Department of Management Studies. 4
Shivaji University, Kolhapur
COMPANY PROFILE
2.1
Introduction of the company
With the sole intention of supplementing the income of zealous farmers a
great idea of dairy farming was put forth in the minds of enthusiastic team. This
resulted in the birth of the Warana Dairy, in 1968..The dairy plant has a capacity
to handle more than 750000 liters of milk of which 400,000 liters can be
converted into milk products. A clean and efficient management of dairy brought
the proud products of Warana like Warana pasteurized Milk, Milk Powder, Ghee,
Butter, Shrikhand, Amrakhand, Lassi, Cheese, and Strawberry Desert etc. These
products once tasted chase the taster. The dairy has made its strides all the way.
The turnover for the year 2009-10 was Rs. 500 corers. For its qualitative and
quantitative excellent performance dairy has acquired an ISO 9002 Certification
in record time of three months. M/S. Cadbury India Ltd. has joined hands with
Warana Dairy and started production of Bourn vita, Drinking chocolate and
Cocoa Powder. Even the 70% of total production of the Cadbury India Ltd.'s
Bourn vita is produced from Warana Dairy. This simply reflects the quality and
MBA Programme. DKTES Department of Management Studies. 5
Shivaji University, Kolhapur
efficiency of the dairy. Warana Dairy has won many awards for its quality
products and efficiency. The dairy, in future, has ambitious plans to venture into
products like branded cheese, pasteurized butter, beverages and ice creams. This
will surely bring many credentials and laurels to Warana. Warana Cattle-feed
division is producing the quality cattle feed, which is supplied to the farmers for
their cows and buffaloes, at subsidized prices.
2.2 Brief history of Warana Sangh
WARANA is eminently, a unique name that stands as forerunner
in the co-operative movement in India. The name WARANA sounds suitable
wherever there is a mention of co-operative movement. The uninitiated may be
amazed by the way barren land has been converted into a green valley. The green
valley with its smiling face welcomes the whole nation for its exemplary services.
"Love at first Sight" can be rightly applied to this land of integrated rural
development. The beauty of this land makes music which can penetrate and lilt
the most inaudible ears and a riot of natural colors to the most unaccustomed eyes
and it can even make even the unlettered to construct the duets. The activities in
this valley can enliven the most passive.
There is no name parallel to WARANA except perhaps the WARANA
RIVER, which flows parallel to WARANA. Warana culture has set an example
and is making wonders today.
WARANA- A successful name in the cooperative movement;
A successful name in the operation flood;
A successful name in the agricultural field;
A successful name in the sugar lobby;
A successful name in the education field;
A successful name in the banking field;
MBA Programme. DKTES Department of Management Studies. 6
Shivaji University, Kolhapur
A successful name in the consumer services; industries; and
A successful name by itself!
All this did not happen by chance or through any sort of magic. An
incredible man set on an arduous mission with a singular dream of achieving all
these incredible things. The man who sacrificed his joys, happiness and stood
bold, to do the best. This man like a sprint achieved the success in all the fields.
His words were Godly words to his followers. With an undaunted strong belief
along with his team when he struck, the whole barren valley that was filled with
dacoits and turned it into a prosperous and polite land.
Who was this incredible man? Who was this motivator? Who was this
sprint? He was Late Vishwanath V. Kore alias Tatyasaheb Kore. Tatyasaheb Kore
who did a magnificent miracle in the land of Warana, born on 17th October 1914,
he was the son of a farmer in a small village Kodoli. Young Vishwanath Kore had
to overcome several hurdles due to the poverty of his family. Besides poverty the
sad demise of his parents might have crunched him a great deal.
But young Vishwanath did not flinch an inch. Being the eldest in his
family he took all the responsibilities on his shoulder and through his hard work
he brought up the whole family through difficult times. By entering the local
village co-operative society in 1935 he started his social service. He actively
participated in Quit India Movement of 1942. He was actively associated with
underground movement of Late "Y.B. Chavan - 1st Former Dy. Prime Minister of
India. Due to his social services he was unanimously elected as President of
Kodoli Municipality in 1940.
He plunged into a severe action when an unprecedented depression in
1951 literally ruined the farmers of this area and they had to burn out their sugar
canes rather than making jiggery and face the prospect of selling it at throw away
prices. This shocking incident made him to set up a modern co-operative sugar
factory in the barren land WARANA situated next to Kodoli village. The success
of this sugar factory doubled his enthusiasm and lead to the overall development
MBA Programme. DKTES Department of Management Studies. 7
Shivaji University, Kolhapur
of Warana Complex. Today Warananagar is a place of many facets and fragrances
and its success story started unfolding with every sunrise. Warana is making
stupendous growth and is expected to make miracles in the days to come. India's
largest dairy products, milk products selling Organization. We have an ISO 9001-
2000 & HACCP certified organization manufacturer & exporter of milk, milk
products & fruit products. Our plant situated 30 KMS from Kolhapur of
Maharashtra state in India. Warana is a Co-operative milk union. We also
undertake job work contracts of Multinational Companies like Cadbury,
Novarties, and Heinz India & Glaxo etc.
2.3 Dairy Products
Warana Co-operative milk union offers best quality milk products, India's leading
dairy having capacity 7.5 lacks per day.
1. Lassi: "Warana Lassi" The all season drinks its most popular drink from warana.
2. Shrikhand: We have largest manufacturer & seller of Shrikhand in four flavors
Badam Pista, keshar mango & Elachi.
3. Ghee: Ghee is a quality product from warana available in different packing sizes.
4. Cheese: Our product Mozzarella cheese, processed cheese, Pista.
5. Butter: Solted butter, white butter & yellow butter are our best products.
6. Milk : Milk & milk products from India like milk powder, cheese, paneer, ghee,
butter, Lassi
7. Fruit: Exporter of fruit pulp/puree like mango, guava, banana etc.
A) Mango :- Alphonso mango pulp, Totapuri mango in 215kg drum pack
B) Pulp: - We sale mango pulp, banana pulp, guava pulp.
C) Baby Food :- We export baby food (Infant formula
D) Banana: - Banana puree/pulp.
E) Guava: - We export white guava pulp/puree.
F) Jam: - Warana mixed and most delicious fruit jam.
MBA Programme. DKTES Department of Management Studies. 8
Shivaji University, Kolhapur
G) Puree: - We offer Alphonso mango puree, Totapuri mango puree,
Banana puree, White guava puree in natural flavors.
8. Cream: Skimmed milk powder, full cream milk powder, 0%,26% fat quality
products from Warana.
9. Malted: Cadbury Bourn vita, Drinking Chocolate, Coca Powder and Byte.
10. Curd: Warana co-operative milk union products. Curd, butter, cheese, milk
powder, Lassi, Shrikhand, paneer etc.
2.4 WARANA AT A GLANCE
‘Warana’ today is known in the country as a leading & progressive
co-operative conglomerate having expanded its activities in Sugar manufacturing,
dairy, poultry, agro-exports, education, medical services, banking, and consumer
services and as a first organization in India responsible in bringing the information
technology to the doorsteps of the farmers. ‘Warana’ group today consists of 18 co-
operative societies and trusts engaged in the various different activities.
Shree Warana Sahakari Dudh Utpadak Prakriya Sangh Limited
(Warana Milk Union), established in 1968 and the main organization of the group, is
engaged in the processing and marketing of milk and milk products manufactured at
its well-equipped modem dairy at Warana, Dist. Kolhapur in the State of Maharashtra.
The society is dedicated towards socio-economic development of the rural poor in the
area spread over 450 villages covering 100000 families and major part of the 10-lakh
population of the area is dependent on the organization. Warana Dairy alone
distributed Rs. 300 Crs. on account of milk prices paid to the farmers. In addition,
many other benefits in terms of educational, medical, veterinary and other facilities are
made available to the local population irrespective of membership of the society. It has
provided direct employment 2000 persons and many times more as indirect
employment and self-employment opportunities to the others.
MBA Programme. DKTES Department of Management Studies. 9
Shivaji University, Kolhapur
Warana Dairy, during its last 41 years of operations worked with
economic viability and has without exception, earned better realizations for its
members. The union has successfully completed the following expansions in last three
four years.
35 MT/DAY Powder Plant
2.5 MW Co-Generation Plant
Expanding the Cold Storage by 200 MT Capacity
Enhancement of the Milk Processing capacity from 750000 Ltrs/day.
Conversion of Mash Cattle feed Plant into Pallet Cattle feed Plant
Mineral Mixture Plant.
Development of Milk Procurement system to support the above expansion.
Development of Milk & Milk Products Distribution infrastructure.
Expanding the Delight Project in DC/Cocoa Project & New Byte Project for
converting food products of Cadbury India Ltd.
The union has taken over one of the group societies “WAGPCOS” on lease basis,
paying Rs. 40.00 Corers as advance lease rent for 20 years in year 2005-2006.
The union has also set up Tetra Packaging Plant for production on Tetra-Packed
Milk and Fruit Juices in tune with present business scenario and market
requirements. The society is exporting UHT Milk in bulk packing to Gulf
Countries, like Dubai, Saudi Arab etc.
New baby food plant also been set up as expansion activity of milk powder plant.
In the year 2006-2007 new Ice-Cream plant is also started and the union is also
thinking of setting up one more Ice-Cream Plant at Washi, Mumbai.
The society is going into expansion of Malted Food Division, where Bourn vita,
Dilite, Drinking Chocolate, Byte etc.
Warana Dairy is the pioneer dairy, which introduce the traditional
milk product ‘SHRIKHAND’ in the Plastic Cup in the market and the product’s
mouth watering test & quality gives the fame to WARANA brands throughout
India.
MBA Programme. DKTES Department of Management Studies. 10
Shivaji University, Kolhapur
Share Capital & No. Of Members-
Present capital of Milk Union is Rs.530.00 Lac, contributed by more than 16,000 Milk
Producers member & 312 Dairy Co-operative Society Members (DCS members).
KEY PERSONS-
1- Mr. Vinay Vilasrao Kore – Director (Ex-Chairman)
2- Mr. Bhausaheb R. Gulavani (Present Chairman)
3- Mr. Chitrasen Nagnath Gulave - Managing Director.
MBA Programme. DKTES Department of Management Studies. 11
Shivaji University, Kolhapur
3. THEROTICAL BACKGROUND :
SYSTEM STUDY AND IMPLEMENTATION
This chapter contains the results of the study, a description of the design and
implementation of the HRIS.
3.1 MANAGEMENT INFORMATION SYSTEM
The MIS is defined as a system which provides information for the decision
making in organization. The MIS is defined as system based on the data base of
the org. evolved for the purpose of providing information to the people of the org.
Characteristics of MIS
I. Management-oriented:
The basic objective of MIS is to provide information support to the
management in the organization for decision making. So an effective MIS should
start its journey from appraisal of management needs, mission and goal of the
business organization. It may be individual or collective goals of an organization.
The MIS is such that it serves all the levels of management in an organization i.e.
top, middle and lower level.
II. Management directed:
When MIS is management-oriented, it should be directed by the
management because it is the management who tells their needs and requirements
more effectively than anybody else.
Manager should guide the MIS professionals not only at the stage of
planning but also on development, review and implementation stages so that
effective system should be the end product of the whole exercise in making an
effective MIS.
III. Integrated:
MBA Programme. DKTES Department of Management Studies. 12
Shivaji University, Kolhapur
It means a comprehensive or complete view of all the sub systems in the
organization of a company. Development of information must be integrated so
that all the operational and functional information sub systems should be worked
together as a single entity. This integration is necessary because it leads to
retrieval of more meaningful and useful information.
IV. Common data flows:
The integration of different sub systems will lead to a
common data flow which will further help in avoiding duplicity and redundancy
in data collection, storage and processing. For example, the customer orders are
the basis for many activities in an organization viz. billing, sales for cashing, etc.
Data is collected by a system analyst from its original source only one time.
Then he utilizes the data with minimum number of processing
procedures and uses the information for production output documents and reports
in small numbers and eliminates the undesirable data. This will lead to elimination
of duplication that simplify the operations and produce an efficient information
system.
V. Common database:
This is the basic feature of MIS to achieve the objective of
using MIS in business organizations. It avoids duplication of files and storage
which leads to reduction in costs. Common database means a “Super file or
Master file” which consolidates and integrates data records formerly stored in
many separate data files. The organization of the database allows it to be accessed
by each subsystem and thus, eliminates the necessity of duplication in data
storage, updating, deletion and protection.
VI. Computerized:
MIS can be used without a computer. But the use of computers increases
the effectiveness and the efficiency of the system. The queries can be handled
more quickly and efficiently with the computerized MIS. The other benefits are
accuracy, storage capacity and timely information.
MBA Programme. DKTES Department of Management Studies. 13
Shivaji University, Kolhapur
VII. User friendly/Flexibility:
An MIS should be flexible i.e. there should be room for further
modification because the MIS takes much time in preparation and our
environment is dynamic in nature.MIS should be such that it should be used
independently by the end user so that they do not depend on the experts.
VIII. Information as a resource:
Information is the major ingredient of any MIS. So, an MIS should be
treated as a resource and managed properly.
3.2 HUMAN RESOURCE INFORMATION SYSTEM
A HRIS, or Human Resource Information System, is a software solution
for small to mid-sized businesses to help automate and manage their HR, payroll,
management and accounting activities.
A HRIS generally should provide the capability to more effectively plan,
control and manage HR costs; achieve improved efficiency and quality in HR
decision making; and improve employee and managerial productivity and
effectiveness
A HRIS offers HR, payroll, benefits, training, recruiting and compliance
solutions most are flexibly designed with integrated databases, a comprehensive
array of features, and powerful reporting functions and analysis capabilities that
you need to manage your workforce. This can give back hours of the HR
administrator’s day previously spent attending to routine employee requests.
A HRIS also facilitates communication processes and saves paper by
providing an easily-accessible, centralized location for company policies,
announcements, and links to external URL’s. Employee activities such as time-off
requests and W-4 form changes can be automated, resulting in faster approvals
and less paperwork.
MBA Programme. DKTES Department of Management Studies. 14
Shivaji University, Kolhapur
HRIS is an effort towards speedy, effective and professionally handling of
information on resources for efficient management of Human Resource function.
HRIS is a computerized system used to acquire, store, analyze and distribute
information regarding an organization's human services and to provide services in
the form of information to the clients or users of the system.
“A greater sense of organizational bonding can achieve what traditional HR aimed
at for ages - lower employee turnover, high morale, and effective personalized
training & skill retention.”
The Human Resource Information System (HRIS) is a software or online
solution for the data entry, data tracking, and data information needs of the
Human Resources, payroll, management, and accounting functions within a
business. Normally packaged as a data base, hundreds of companies sell some
form of HRIS and every HRIS has different capabilities.
Typically, The Human Resource Information Systems (HRIS) provide
overall:
·Management of all employee information.
·Reporting and analysis of employee information.
·Company-related documents such as employee handbooks, emergency
evacuation procedures, and safety guidelines.
· Benefits administration including enrolment, status changes, and personal
information updating.
· Complete integration with payroll and other company financial software and
accounting systems.
· Applicant and resume management.
The HRIS that most effectively serves companies tracks:
· Attendance and PTO use,
· Pay raises and history,
· Pay grades and positions held,
· Performance development plans,
· Training received,
MBA Programme. DKTES Department of Management Studies. 15
Shivaji University, Kolhapur
· Disciplinary action received,
· Personal employee information, and occasionally,
· Management and key employee succession plans,
· High potential employee identification, and
· Applicant tracking, interviewing, and selection.
Human Resource Information System (HRIS) refers to the systems and processes
at the intersection between human resource management (HRM) and information
technology. It merges HRM as a discipline and in particular its basic HR activities
and processes with the information technology field, whereas the programming of
data processing systems evolved into standardized routines and packages of
enterprise resource planning (ERP) software.
3.2.1 OBJECTIVES OF HRIS:
Effective planning & formulation
HRIS supports for future planning & also for policy formulations both at micro &
macro level.
Monitoring & evaluation
HRIS facilitates monitoring human resources demand & supply imbalance and
evaluation of the policy, development and utilizations of human resources.
Providing inputs to strategic decisions
HRIS provides required inputs to enterprise wide strategic decision, like
redundancy, rightsizing. Also HRIS helps to automate employee related
information, cost minimization and faster response to employee related services.
MBA Programme. DKTES Department of Management Studies. 16
Shivaji University, Kolhapur
3.2.2 EVALUATION OF HRIS:
First, paper files were located in the Personnel department.
Then, punched card and magnetic media files were located in IS.
Government legislation in the 1960s and 70s eventually called
management's attention to the importance of HR data.
In the late 1970's the concept of an HRIS was born.
3.2.3NEED OF HRIS
Thus the basic needs of HRIS is
1. Efficiently storing each employee information and data for reference- personal
data management, payroll accounting, and benefits management and planning.
2. Enabling informed decision making in day-to-day personnel issues, planning,
budgeting, implementing and monitoring Human Resource function.
3. Providing data / returns to government and other public
4. Facilitating decision making in areas like promotion, transfer, nomination,
settling employee’s provident funds, retirement, gratuity, LTC, and earned
leave compensation.
5. Cutting costs.
6. Improving accuracy.
7. Storing information and data for each individual employee.
8. Providing a basis for planning, decision making, controlling and other human
resource functions.
9. Meeting daily transactional requirement such as marking absent and present
and granting leave.
10. Supplying data and submitting returns to government and other statutory
agencies.
MBA Programme. DKTES Department of Management Studies. 17
Shivaji University, Kolhapur
3.3.4 COMPONNENTS OF HRIS:
A human resources information system (HRIS) is a software package
developed to aid human resources (HR) professionals to manage data. Human
resource professionals utilize these systems to facilitate work flow, improve
efficiency and store and collect information. Several companies offer HRIS
packages to employers. HRIS packages can be customized to the specific needs
and requirements of the employer.
1. Database
HRIS core offering includes a database to store employee information. HR
professionals can input all personnel data into the system, which can be
accessed from anywhere, around the clock. Types of data that HR
professionals collect in the database include compensation history,
emergency contact information and performance reviews. The core
database can also be viewed as an online backup for paper files.
2. Time and Labor Management
Time and labor management can be time consuming. HRIS packages
allow employees to input their own hours worked and allows managers to
immediately verify vacation requests, and the data is directly fed to
payroll. Time and labor management also improves the HR department's
ability to track attendance and punctuality.
3. Payroll
Another core component of an HRIS is the payroll function. HR can easily
download or upload employee hours and issue checks or payroll deposits
to employees. Salaried employees can also be paid automatically with
significantly reduced risk for error. The HRIS payroll software usually
improves tax compliance for locations with multiple tax levels. The HRIS
MBA Programme. DKTES Department of Management Studies. 18
Shivaji University, Kolhapur
payroll function stores payroll registers and tax filing reports in
accordance with legal requirements.
4. Benefits
Some HRIS packages allow employers to establish and maintain medical
benefits and retirement investments through their software. Such
applications allow employers to have a one-stop shopping experience for
all of their human resources data management needs. Other HRIS
packages facilitate medical benefit and retirement investment deductions
for payroll but not the establishment of those benefits.
5. Employee Interface
Most HRIS packages allow for an employee to have limited user access.
Employee users access a part of the database wherein they can update their
personal information, review pay stubs, change retirement benefit
selections, update direct deposit information or download benefit election
documents.
3.3.5 PURPOSE OF HRIS:
The main and ultimate purpose of an HRIS is to help manager and line managers
in making decisions that "add value".
1. HRIS facilitates HR Managers to become strategic partners.
2. It helps in making analysis of important matters such as the HR costs.
3. It is an effective communication channel, complementing the employee
manual or written HR polices.
4. HRIS facilitates better decision making.
5. It can contribute to employee satisfaction and productivity.
6. It implements "paperless" HR initiatives.
MBA Programme. DKTES Department of Management Studies. 19
Shivaji University, Kolhapur
It is fairly clear that your organization can benefit from implementing
HRIS.
The system is effective and beneficial if employees can have access to
accurate, timely and relevant information that are linked to the
accomplishment of your organization's mission and strategic objectives.
Choosing the right technology and managing it based on clearly defined
policies can contribute towards cost-reduction and the formulation of
strategic plans.
A well-designed Human Resources Information System must satisfy the
needs of your employees and organization.
This can improve your strategic human resource management initiatives
3.3.6 BENEFITS OF HRIS:
When the administrative tasks and processes of any human resources
department become overwhelmed, the most appropriate solution would be
to implement the human resources information system. Common
administrative functions that involve filling reports and completing
paperwork take up a lot of time of the human resource department and this
is where the HRIS comes in. Many businesses nowadays are now realizing
the importance of HRIS and using the software to increase the efficiency of
the whole company. The following are some of the major benefits of HRIS.
1. Improves productivity
The HRIS systems assist in enhancing both the productivity and workflow
of the human resource department. This is because, all the data is usually
collected and placed in a central database. This is very beneficial since data
is going to be very easily retrieved from the database.
MBA Programme. DKTES Department of Management Studies. 20
Shivaji University, Kolhapur
2. Saves time
Through reducing the total amount of time spent on the administrative
functions, human resource employees are able to focus on other essential
duties. For example, they can carry out other productive functions like
creating presentations, training staff members, succession planning and
recruiting since they have enough time due to the HRIS system.
3. Improves communication with the employees
HRIS creates a database that each employee has access to and thus you will
be able to communicate better with your employees through the network. It
also has email scheduling capabilities that make it very efficient in terms of
assigning jobs to various employees in a very short period of time.
4. Creates self-service options
Due to the fact that all the relevant information concerning the company or
business is placed in one large database, the employees can be able to access
useful information without having to spend a lot of time going from one
office to the next. At the same time, it is very easy to update the information
in the database for proper administration.
3.3.7 DISADVANTAGES OF HRIS:
An HRIS also can be a problematic for small businesses in which
some employees must wear many hats. Some of the disadvantages of an
HRIS involve human error during information input, costly technology to
update your system and malfunctions or insufficient applications to
support your human resources needs. There is a demand for computer and
technology specialists with general information technology knowledge,
and finding a qualified specialist with human resources functional area
knowledge can be difficult. With such a demand, your cost to hire an
HRIS specialist may be far above the average salary for a computer
MBA Programme. DKTES Department of Management Studies. 21
Shivaji University, Kolhapur
technology specialist. The cost per-hire for another employee in a
specialized field may be a stretch for some small business. Although the
system is efficient but sometimes we face the problems like system
slowdown or higher down times and if there is some particular limitation
in module than work suffers, some hr people are not comfortable in using
system efficiently so time is to be given in training for system.
It can be expensive in terms of finance and manpower.
It can be threatening and inconvenient.
Through understanding of what constitutes quality information for the
user.
Computer cannot substitute for human being.
3.3.8 Application of HRIS
HR planning
Succession planning
Work force planning
Work force dynamics analysis
Staffing
Applicant recruitment and tracking
Employee data base development
Performance management
Learning and development
Compensation and benefits
Pay roll
Job evaluation
Salary survey
Salary planning
International compensation
Benefits management
Develop innovative Org. Structure
Develop IT
MBA Programme. DKTES Department of Management Studies. 22
Shivaji University, Kolhapur
3.4 THE PAYROLL SOFTWARE:
The payroll software of the organization is in DOS base. It has the following
menu:
Master maintenance.
Employee all information.
Add new employee
Edit employee information
Delete information.
Employee postal amounts.
Employee Vima.
Grades master.
Exit.
Data entry
Pay slip printing
Various reports
Enquiry
Absent employees
Employee per grade per department
Yearly summary
Yearly P.F.
Yearly departmental summary.
Income tax report.
Insurance report.
Poster registration.
Bank report
MBA Programme. DKTES Department of Management Studies. 23
Shivaji University, Kolhapur
DATA PRESENTATION ANALYSIS & INTERPRETATIONS
Table 1: On which system you are working?
Sample size: 10
System Respondent Percentage (%)
Payroll 5 50
Punching machine 4 30
Both 1 20
Chart:
50%30%
20%
Systems
Payroll
Punching machine
Both
Interpretation:
As per the above table no 1 & the diagram 50% people working on Payroll
system, 40% people are working on punching machine & 10% people are
working on both the system to admin.
Table 2: From how many years you are using this system?
MBA Programme. DKTES Department of Management Studies. 24
Shivaji University, Kolhapur
Years Respondent Percentage (%)
Less than 15
years
1 10
More than 15
years
9 90
Chart:
Less than 15 years More than 15 years0
20
40
60
80
100
10
90
System Uses
Per
cen
tage
Interpretation:
As per the above table no 2 & the diagram 90% people are
working more than 15 years & only 10% people are working less than 15 years.
Table 3: Before HRIS how the records were kept?
MBA Programme. DKTES Department of Management Studies. 25
Shivaji University, Kolhapur
Record keeping Respondent Percentage(%)
Manually 5 50
Computerized 3 30
Both 2 20
Chart:
Manually Computerized Both0
10
20
30
40
50
5030
20
Record Keeping
Methods
Per
cen
tage
Interpretation:
As per the above table no 3 & the diagram 50% people says the keep data
manually, 30% computerized and 20% both type.
Table 4: Do you think the current payroll software is convenience for keeping
record?
MBA Programme. DKTES Department of Management Studies. 26
Shivaji University, Kolhapur
Result Respondent Percentage(%)
Yes 8 80
No 2 20
Charts:
Yes80%
No20%
Convenience Of Software
Interpretation:
As per the above table no 4 & the diagram the 80% people says Payroll system is
convenience & 20% are saying not
Table 5: Is Punching System provides better Attendance result?
MBA Programme. DKTES Department of Management Studies. 27
Shivaji University, Kolhapur
Chart
Yes No0
10
20
30
40
50
60
6040
Better Result
Per
cen
tage
Interpretation:
As per the above table no 4 & the diagram the 60% people says punching system
provides better attendance record& 40% are saying not.
Table 6: Does require any change in new system?
Change Respondent Percentage (%)
MBA Programme. DKTES Department of Management Studies. 28
Result Respondent Percentage(%)
Yes 6 60
No 4 40
Shivaji University, Kolhapur
Timesaving application 3 30
Accuracy 2 20
Secrecy 5 50
Chart:
Time saving ap-plication
Accuracy Secracy0
10
20
30
40
50
30
20
50New System
Required Change in System
Per
cen
tage
Interpretation:
As per the above table no 6 & the diagram 30% people need change in the time
saving, 20% people in accuracy, and 50% change in secrecy.
Table no7: does require extra Need of training for working on HRIS.
Need Respondent Percentage(%)
MBA Programme. DKTES Department of Management Studies. 29
Shivaji University, Kolhapur
Yes 3 30
No 7 70
Chart:
30%
70%
Need of Training Required
Yes
No
Interpretation:
As per the above table no 7 & the diagram the 30% people requires extra training
& 70% people not requires.
Table8: Do you find the Problem Areas while working with existing system?
MBA Programme. DKTES Department of Management Studies. 30
Shivaji University, Kolhapur
Problem Respondent Percentage (%)
Yes 6 60
No 4 40
Chart:
60%
40%
Problem Areas while Working
YesNo
Interpretation:
As per the above table no 8 & the diagram there 60% people find problem while
working & 40% people are not facing any problem.
MBA Programme. DKTES Department of Management Studies. 31
Shivaji University, Kolhapur
Table No 9: Does your organization needs Human Resource Information
system?
Need of HRIS Respondent Percentage (%)
Yes 9 90
No 1 10
Chart:
Yes No0
20
40
60
80
10090
10
Need Of HRIS
Per
cen
tage
Interpretation:
As per the above table no9 & the diagram 90% people are saying that there
organization need HRIS & remaining 10% are saying no need of HRIS.
MBA Programme. DKTES Department of Management Studies. 32
Shivaji University, Kolhapur
Table 10: What is scale rating regarding this HRIS?
Rating Respondent Percentage
(%)
Very good 3 30
Good 5 50
Average 2 20
Poor 0 0
Chart:
Very good Good Average Poor05
101520253035404550
30
50
20
0
Rating Of HRIS
Per
cen
tage
Interpretation:
As per the above table no10 & the diagram the 30% people are saying the
performance of HRIS is very good, 50% are saying good & 20% people grading it
as average.
MBA Programme. DKTES Department of Management Studies. 33
Shivaji University, Kolhapur
6- FINDINGS & SUGGESTION
6.1 FINDINGS:-
1) Most of the employees are satisfied by the performance of the existing system.
2) The system helps keeping the records of employee’s attendance, payroll manager
& all functioning of HR.
3) Existing system is good but there is problem implement security policy for
security reasons.
4) The HRIS is important & needful and employees require changes in existing
system.
5) There are 10 peoples are involved in support of existing system.
6) The salary package, allowance are calculated accurately through HRIS.
7) Data is not entered timely in the system, Because of all branches does not having
ERP system.
8) The current work of the organization is based on Both i.e manually and
computerized system.
MBA Programme. DKTES Department of Management Studies. 34
Shivaji University, Kolhapur
6.2 SUGGESTIONS:
1) The organization should implement ERP system for better decision making
regarding for security.
2) They should install Login system i.e. user id & password for security reasons.
3) There should install security software like antivirus for maintaining security.
4) They should provide a systematic & proper training to the user of the system.
5) The software should be updated or redesigned as per the changing requirements
of business or HR department.
6) Records should be recorded properly while manual booking, so that it can be
entered properly in HRIS
7) Masters should be updated regularly.
8) Data should be entered timely and accurately.
MBA Programme. DKTES Department of Management Studies. 35
Shivaji University, Kolhapur
6.3 CONCLUSION:-
HRIS is very important software for the development of the company. The system
helps keeping the records of employee’s attendance, payroll manager & all
functioning of HR. this existing system is needful but some employees needs to
change as per requirement. By proper training to employees it can help to reduce
all the paper work. The importance of the human resource function & HRIS is
increasing day by day and it seems to benefit in future.
MBA Programme. DKTES Department of Management Studies. 36
Shivaji University, Kolhapur
BIBLEOGRAPHY:-
Human Resource Management (9th Edition) by Gary Dessler Publisher: Prentice Hall
Managing Human Resources by George W. Bohlander, Scott A. Snell Publisher: South-Western College.
Human Resource Management: Gaining a Competitive Advantage with Power Web.Publisher: Irwin/McGraw-Hill
www.google.com
www.wikepedia.com
www.waranadudhsangh.com
MBA Programme. DKTES Department of Management Studies. 37
Shivaji University, Kolhapur
Questionnaire:
NAME:
AGE: CONTACT NO:
QUALIFICATION: POST :( Manager Officer Supervisor Clerk)
1. What is your age?
20-30
30-40
40-45
45-55
55 Above
2. For how many years you are working in this company?
Year’s months
3. On which system you are working?
Payroll s/w
Punching machine system
both
4. What do you think, how is the response of current system?
Poor
MBA Programme. DKTES Department of Management Studies. 38
Shivaji University, Kolhapur
Average
Good
Very good
5. From how many years you are using this system?
Since 1 to 5 years
Since 6 to 10 years
Since 11 to 15 years
More than 15 years
6. Before the HRIS, how do you keep your records?
Manually
computerized
mixed
7. Is punching machine system for attendance provides better result?
Yes
No
If no then what is the reason?
8. Do you think the current payroll software is convenience for keeping record?
Yes
No
If no then what is the reason?
9. Do you think using this system can make your work easy?
Yes
No
10. What do you think; at what point’s new s/w bit the existing system?
Time saving application
Accuracy
Appearance
Reports
User interface
Secrecy
MBA Programme. DKTES Department of Management Studies. 39
Shivaji University, Kolhapur
Record searching
Any other
11. Is the company have provided any kind of training and knowledge before
working on HRIS?
Yes
No
If ‘yes’ what you think is it sufficient?
Yes
No
12. Do you need some extra training about HRIS?
Yes
No
If ‘yes’ then mention here:
13. Do you find any kind of problems while using your system?
Yes
No
If yes then which type of problems?
14. What do you expect from existing system?
Report
User friendly
Security
15. When do you present your reports (all types)?
Daily
Weekly
Monthly
Yearly
MBA Programme. DKTES Department of Management Studies. 40
Shivaji University, Kolhapur
16. What is your scale rating regarding this HRIS?
Excellent
Very good
Good
Average
Not satisfactory
17. Suggestions for more convenience of HRIS?
MBA Programme. DKTES Department of Management Studies. 41