What is a Human Resources Information System (HRIS)? You need know here

The organization is a structured series of networks of information that connect the information needs of each process with the sources of data. In each organization there are several information systems, data banks are the basic support of information systems.

These days the concept of Information system relates to technology information (computer, network of computers, software data processing and information processing). There are 2 types of information systems regarding the type of processing: The centralized system in Mainframe and the decentralized system in integrated networks of microcomputers.

The trend is aimed at the distribution of local information networks of computers that preserve the independence of each unit of the organization and connect it with a corporate network of the organization, to ensure access to several volumes of information.

Information System Concept

It is an information system of HR is a system used to collect, record, and store, analyze and retrieve data on human resources of the organization. Most of the information systems of HR is computerized.

The HR information system is a systematic procedure to gather, store, maintain, combine and validate data necessary for the organization in relation to its Human Resources and their respective activities, as well as the characteristics of the units of the organization.

Human resources information system is planned to gather, process, store and disseminate information related to HR, so that managers can make effective decisions.

Objectives of the HR Information Systems (HRIS)

There are 2 basic objectives for the information system: 1- Reduce costs and time for information processing and 2- Provide support for the decision (help line managers and employees to make better decisions)

In this way the HRIS can be intended for Rh Specialists, Senior Management, Line Managers, and employees in General. Almost always it is destined to all these users simultaneously. Access to information is achieved through terminals distributed throughout the organization.

When assembling the SI, the concept of the operational cycle traditionally used in accounting should be taken into account.

The operational cycle concept locates series of temporal events within an organization and allows identifying a starting point and a final one connected by series of events. Once the points are defined, the initial and final points are avoided, the risk of projecting an information system for only part of the information flows is avoided, since the dimension of the decision process is perfectly defined.

While traditional information systems consisted of closed systems covering only the most important flows of formal information, the open system approach seeks to establish a programmed set of decision rules to apply to a large volume of repetitive types of transactions between participants. .

After specified, any person can you manage these standards during daily activities, leaving the freedom to administration to devote their efforts to the treatment of joint unscheduled transactions (applying the principle of exception) .All administration of systems is based on the planning and implementation of an integrated information system that saves time for people.


SI Intended for HRA

YES Destined to Line Managers

YES Destined to employees

Information System for the HRA

It is the most comprehensive information system on the hard work and serves to carry out the analysis and undertake actions in the area of management of .For people therefore addresses the needs of specialists Rh knowing the information needs for managing people, this System covers:
  • Strategic Planning,
  • Formulation of objectives and programs of action.
  • Personnel control records for the purposes of payroll, absences, delays, discipline.
  • Reports on remuneration, salary incentives, benefits, recruitment and selection, career plan, performance training, hygiene, safety in a type of work, medical area.
  • Reports on charges and sections.

Some conservative companies limit certain information to the HRA body, while the innovative ones open the information completely too all users, including employees.

HR Management Information System:

The GIS is a planned system for gathering, processing, storing and disseminating information in order for line managers to make effective decisions, this system plays an important role in the performance of the managers, in terms of subordinate driving.

To assemble it, you must know what information the line manager needs, adapt the system to the needs of the line managers, and verify the information through written reports.

Information System for employees:

They also need to have access to and receive information related to them and their work, office, division and organization. For this the information system must be adjusted to the needs and conveniences.

Implementation of the information system in planning

The HR department works together with other departments so that the Si is used appropriately and in order to make the most effective organizational tasks, The effective management of " human capital " becomes a necessary operation for the professionals of the human resources and it is important to make a previous study, it is important likewise an analysis of the aspects that concern the development of the organization VRS administration of the organization and then the implementation of HRIS and development .

Rh is an area responsible for collecting the data of each worker regarding their history and personal characteristics, their skills and abilities, even the most accessible data such as their remuneration and their work in the company. The quantification of these data and the systematization for their treatment allows their subsequent management by automated systems, reducing manual handling of operations, a costly source of errors.

The strategy of the companies in the matter of Human Resources is fundamental since it indicates to us where the actions of the companies are directed. A good strategy provides equity internal, external equity, system administration salary, system performance evaluation, variable compensation system, skills development, etc.

The task of Human Resources is not simple and implies the implementation of objective systems that help us to have a good administration of our human capital. In other words, transform these data into coordination mechanisms and strategies for future organizational development, reducing operating expenses and streamlining processes within organizations.

Examples of use of HRIS


The model of payroll automates the management of salary worker gathering data about their work, attendance, calculating deductions and taxes, social security contributions and periodically generating the payment order. It also allows the generation of data and statistics for all personnel related to this data. Sophisticated systems can establish accounts payable transactions, employee deduction or produce checks. The payroll module sends information to the Book of accounting general.

Management of work benefits

The work benefits management module allows to evaluate the time / work information of each employee. The analysis of the data allows a better distribution of work. This module is a key ingredient for establishing analytical accounting capabilities for organizational costs.

Management of social benefits

The social benefits management module allows human resources professionals to administer as much as possible social benefits, compulsory or not, such as sickness insurance , work accident insurance or supplementary retirement systems.

Human resources management

The human resources management module covers other aspects of HR, includes less legal specificities and is more focused on a management policy. The system records address, selection, training and development, skills, skills management and other related activities. Personal information is administered here (age, address, family ...), the competences and titles, the formations followed, the salary levels, the registration of the curriculum vitae data.

Productivity indicators

To assess the productivity of each employee, it is necessary to quantify the time and activities that generate positive results within the organization. This becomes very complicated especially in the service companies where intangible goods are produced. In these cases it is necessary to "measure" the activities of each of the employees, separate the "Productive" activities (Those that are directly related to the company) from the "Personal" ones (Those that do not have a direct relationship with the company). In this way you can quantify the real cost (man hours) that it takes each of them to perform their tasks, as well as the tools that they use to achieve the objectives.


The Information System allows integrating these four segments, creating functional connections between these activities in the computer program.

Using the Internet or corporate intranet as a means of communication and sending files, technology can reduce transaction costs, leading to greater efficiency of the organization. Workers or service managers may also have partial access to the system, which allows them, for example, to enter themselves the data that concerns them, such as permit applications and others. Those tasks costly in time and money, such as administrative management of staff, change of personal data, enrollment in a training course or a plan of pensions, can therefore be made by the one who is the direct cause of the action that must be carried out. In this way, managers are freed from boring and repetitive tasks, allowing them to concentrate on decision-making, strategic or political problems, which lead to business innovation.

Physical Type HRIS

It is known as physical data or bank data corroborating the information is slower, all information is handled as the operational cycle of the individual stored in files, amps, and information kits Physics.

Every organization must build on a solid base of information, by itself this information would be nothing, it requires an effective processing to give it shape; the information systems come to mold it, classify it and give a future development to those data for development processes.

The HRIS is an information tool that is used to transform information in the development of future plans. This can achieve great changes when making future decisions.

The HRA comes to take part in this process since managing the information of the members of the organization accrues a great responsibility is not simply storing it or including it is to process it in conjunction with other departments to develop the futuristic plans.