Human Resources Information Systems: A Guide for Public Administrators (Professional Practice in Governance and Public Organizations)

✍ Scribed by Nicolas A. Valcik, Meghna Sabharwal, Teodoro J. Benavides

• Publisher: Springer
• Year: 2023
• Tongue: English
• Leaves: 206
• Edition: 2
• Category: Library

✦ Synopsis

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.

✦ Table of Contents

Foreword
References
Preface
Acknowledgments
Contents
Case Studies
About the Authors
1: Introduction
Public Sector Organizations
Identifying Manpower Requirements
Identifying Resources
Compliance
Meeting Training Needs
Ways HRIS Can Promote Diversity
Use the HRIS to Track how Employees Spend Time to Start Goal Setting
Crunch the Numbers to Set Realistic Goals
Ask the Employee for their Feedback
Monitor, Track, and Adjust Goals
Potential Methods HRMS Can Reduce Employee Turnover
Improve Employee Engagement
Track Employee Goals, Performance, and Recognition
Understand why Employees Leave
Create a Positive Culture
Recognize and Reward
Offer Flexibility
Career Development
Conduct Surveys
Human Resources Information Systems in Nonprofits
Recruiting, Screening, and Selecting Organization Work Force
Recruiting
Screening and Selection
Orienting Staff and Volunteers to the Organization
Poor Performers
Compensating the Organization’s Employees and Volunteers
Tangible Benefits
Intangible Benefits
Ethics of Human Resources Data
Organization of the Book
Case Study: “Y2K or KMN”
Questions
References
2: The History and Evolution of HRIS
Evolution of Human Resource Information System (HRIS)
Early Twentieth Century to World War II
Post-World War II Era (1945–1960)
Emergence of Human Resources Management (1960–1980)
Emergence of Human Resources Information System (HRIS) (1980–2000)
Rise of Technology and Strategic Human Resources Management (2000–Current)
Human Resource Information Systems
HRIS Opportunities and Challenges
HRIS Opportunities
HRIS General Competencies
Job Description of a HRIS Manager in City Government
Position Summary
Essential Job Functions
Business Partner
Human Resources
Technology/Database Administration
Minimum Education and Work Experience
Preferred Knowledge: Abilities and Skills
Education/ Experience
Licenses and Certifications
Physical Tasks and Working Conditions
Competencies
Case Study: The Employee Who Was “Deadpool” in HRIS
Questions
Summary
References
3: Existing Research on HRIS in Public Organizations
HRIS and Its Use in Public Organizations
Adoption of HRIS
Public Sector Example
HRIS and Security Challenges
Example of a Large-Scale Data Breach in the Public Sector: Office of Personnel Management
Role of HR in Maintaining Data Security
Case Study: The Big Database That “Couldn’t”
Questions
Summary
References
4: The Architecture of HRIS
Importance of Understanding Database Architecture
Evolution
Mainframes
Server-Based HRIS
Cloud-Based HRIS
Data Warehouse
Functional Area Access and Data Entry
Data Control
Reporting Capability
Case Study: Failure to Launch
Questions
Case Study: “Houston, We Have a Problem”
Questions
Summary
References
5: Application of HRIS in Public Organizations
Payroll
Benefits: Sick Time, Vacation Time, Health, and Retirement
Compliance Data (EEO, Etc.)
Federal and State Reports
Operational Reports
Recruitment and Retention
Employee Interface
When the Bough Breaks: Case Study
Case Study: “How Much Money Is This Going to Take?”
Questions
Summary
References
6: Public and Nonprofit Organizations Versus Private Industry Needs
Centralized Storage
Recruitment Management
Employee Onboarding
Talent Management
Performance Management
Time and Absence Management
Training Management
Workforce Analytics
Civil Service
Compliance Reporting
Wage and Hour Statutes
Family and Medical Leave
Immigration Statutes
Benefits
Safety Statutes
Union Statutes
Public Versus Private Pension Plans
Types of Employees
Part-Time Employees
Full-Time Employees
Seasonal Employees
Temporary Employees
Leased Employees
Contingent Employees
Contract Workers
Independent Contractors
Interns
Consultants
Student Workers
Public Safety Employees
Military Employees
Case Study: SOCS Are a.O.K.
Questions
Case Study: Hold on to 18
Questions
Summary
References
7: The Theory of How HRIS Should Work
What Can HRIS Accomplish for an Organization?
How Does HRIS Store Data?
What Data Entry Controls Should Be in Place?
What Do Organizations Gain from Using HRIS?
Automated Onboarding
E-Signatures
Time Management
Employee Self-Service
Cost Savings with HRIS
HRIS and Employee Empowerment
Avoiding Risks with HRIS
Case Study: Paper, Rock, Scissors
Questions
Summary
References
8: The Functional Areas Utilizing HRIS in a Public Organization
Human Resources
Payroll
Strategic Planning/Reporting
Veterans
Social Justice/Diversity
Budget and Finance
Information Technology
Provost or Vice Chancellor (Higher Education Institutions)
Supervisors
Administrative Assistants
External to the Organization: State/Federal/Individuals
Case Study: Some of our Faculty Are Missing
Questions
Case Study: Waters Rising
Questions
Summary
References
9: Obstacles for Public Organizations Using HRIS
Need for Good-Quality Personnel Data in the Public Sector
Barriers to Good-Quality Personnel Data
Internal Factors
Information Systems
Human Resources Culture
Organizational Culture
Data Ownership
Reporting
External Factors
Legal Mandates
Stakeholders
Business Processes
Organizational Interventions
Auditing
Leadership
Streamlining Business Processes
Data Quality
Reporting Data
HRIS Implementation Issues
Length of Time to Implement a New System
Conducting Business as Usual While Learning, Training, and Migrating to a New System
Inconsistent or Inadequate Training
Time-Consuming Data Entry or Convergence of Existing Data into the New HRIS System
Lack Political or Managerial Support Beyond the Implementation Phase
The Need to Show Cost Savings and Personnel Reductions from the HRIS System Installation
Lack of Adequate Funding to Maintain the Existing System while Installing the New System
Lack of Parallel Maintenance of the Existing System While Installing the New System
Buying an Off-Shelf System Versus Custom-Designed Systems
Political and Media Criticism from Improper Installation
Public Criticism from Employees for Improper Installation
Attempting to Match the Features of Legacy Systems with new Off-Shelf System Features to Placate Employees
Lack of a Communication and Risk Plan for Dealing with Elected Officials, Employees, Citizens, and Other Stakeholder Groups During Installation
Case Study: X Marks the Spot
Questions
Summary
References
10: The Costs of HRIS and Dangers of Migration of HRIS Data
Costs of HRIS
Assessment of HRIS Migration Costs
Creating a Viable Plan for Migration of Data, Functionality, and Reporting
Additional Software Packages Plan for Integration
Running Two HRIS Simultaneously
Shared Services
Personnel Requirements and Consultants
Additional Issues with Consultants and Independent Contractors
Case Study: “We Need a Bigger Boat!”
Questions
Summary
References
11: Higher Education Specific HR Issues
What Is a Full-Time Employee?
Unions in Higher Education Institutions
Command and Control Issues
Faculty: Tenure Status
Post-Tenure Review
Faculty Workload
Tenure-Track Status
Faculty Contracts
Administrative Appointments for Tenured Faculty
Other Nuances in Faculty, Staff, and Student Pay
Length of Contracts
Accounts Paid out to Salaries
Multiple Institutions, Schools, or Departments
Self-Reported Data
Case Study: How Many Faculty Do We Have?
Questions
Summary
References
12: Conclusion: What Have We Learned?
What Are the Trends Within HRIS?
Cybersecurity
Outsourcing
Over-centralization Shared Services (System Offices Combining Databases)
Changing Workforce
Case Study: Carry on my Wayward Son
Questions
The Future of HRIS
Case Study: The City of JEDI Loses in the Cyber Warfare
Questions
Summary
References
Index