Executive Summary

An (HRIS) or Human Resource Information System is an HR database application used to

track information pertaining to your employees and applicants. Take all the information in

an employee file and store it in a HR database and then provide the capability of reporting

on the information and you have a basic HRIS. This might include some or all of the

following capabilities: Applicant Tracking, Employee Information, Benefits Administration,

Benefits Online Enrollment, Employee Training Records, Employee Self Service, Employee

Manager Self Service, Performance Reviews and Compensation, Reporting, Payroll,

Position Control, Government Compliance Issues, and Time and Attendance.

Providing Benefits related information and processing the same for all the

employees of an organization manually is a difficult task. Human Resource Information

System (HRIS) help you to simplify this complex process with accurate calculations; no

matter how many times the employee changes his benefits choices throughout the year. Not

only, you can set and implement business rules, but it also allows you to implement

security-related options like masking certain crucial personal information details of the

employees. After gathering all the relevant information and doing the Benefit calculation,

HR software allows you to export the same as an update to your database for further

reference.

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 Company Profile

Mercury Car Rentals Limited (Avis India) represents the AVIS worldwide system of car

rentals in India as the master licensee of Avis Europe plc. Avis Europe operates the Avis

brand & system throughout Europe, Africa, Middle East & Asia & together with Avis US,

who operate extensively throughout the rest of the world, the two companies work in

partnership to provide a truly global & seamless service – the Avis worldwide system.

Mercury Car Rentals Limited is a joint venture between Avis Europe and the Oberoi Group.

The Oberoi group is a name synonymous with excellence in the hospitality industry and

respected for setting very high standards of customer orientation and care throughout the

travel and tourism industry. Many of their hotels are members of “The Leading Hotels of the

World” and are recognized for their world - class standards. Out of top 100 luxury

properties in the world Oberoi Udaivilas has been ranked 3rd and Oberoi Rajvilas has been

ranked 22nd by Travel and Leisure Magazine.

Mercury Car Rentals Limited was incorporated in the year 1995 to provide quality car rental

services to the guests of the Oberoi and Trident hotels. Soon thereafter the management

realized the potential of the car rental business and decided to join hands with Avis so as to

build a company with world class standards in car rentals. The management’s vision was to

build infrastructure for car rental operations in India to match the best in the world and offer

its services to business and leisure travelers.

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 Entrepreneurial Beginnings of Avis

 In 1946 Late Warren Avis founded Avis Airlines Rent A Car Systems

 Anticipating post-war trends, operations commence at Willow Run Airport, Detroit with

just 3 cars

 This is the industry’s first car rental operation at an airport location

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 “We Try Harder”

At Avis we believe that “We try harder” is more than a catchy advertising slogan - it is

Avis.

“Behind the Avis smile” is a dynamic global organization perpetually trying harder and

committed to delivering the very highest levels of service through continuous investment in

·  An extensive network

·  Leading technology

·  Quality employees  

"We try harder" is one of the ten most famous advertising campaigns of all time.

Originally the campaign was launched in the early 60’s to make a virtue of Avis’s number 2

position and the slogan helped in achieving worldwide expansion and become one of the

most recognized brand identities. It establishes Avis’s commitment towards customer

service and continuous improvement.

 ‘We Try Harder ’ is more than just a catchy advertising campaign. It establishes

Avis commitment towards customer service and continuous improvement

 The ‘We Try Harder’ service values:

Empathy: Understanding customer needs on a human level

Honesty: Delivering service with integrity, fairness, simplicity, and good value

Humanity: Putting the customer first

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 Avis Worldwide- Airline Partners

Aer Lingus Continental Airlines North West

Aerolineas Argentinas Croatia Airlines Reno Air
AirBaltic Delta Royal Brunei
Air Canada El Al Sabena
Air France Estonia Air SAS
Air New Zealand Eva Air Saudia Arabian Airlines
Air Portugal Finnair Singapore Airlines
Alaska Airlines Hawain Airlines South African Airways
American West Airlines Iberia Swissair
American Airlines Jet Airways Thai Airlines
Ansett KLM Turkish Airlines
Austrian Airlines Kuwait Airways Trans World Airlines
British Airways Latin Pass United Airlines
British Midland Lauda Air Varig
Cathay Pacific Lufthansa Virgin

Avis Worldwide- Rail Drive Partners

Eurostar - UK, France, Belgium

Thalys - Belgium, France, Germany, Netherlands

SNCB - Belgium

SNCF - France

RENFE - Spain

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CFL - Luxembourg

DSB - Denmark

NSB - Norway

DB - Germany

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 Avis Worldwide- Hotel Partners

 Hilton

 Hyatt

 Golden Tulip

 Radisson

 Marriott

 Best Western Gold Crown Club International

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 Why they are Market Leaders

 Avis is represented in over 164 countries worldwide

 Their customer service levels match levels for:

- Speed, Convenience and Attention to ease of travel

 Avis has built an excellent reputation & knowledge base making us the airline & hotel

partner of choice

 Continued investments in technology & network development have helped make them ‘best

in the business’

 All vehicles are comprehensively insured

 Only legally permissible, commercially registered vehicles in the fleet

 ‘Rent A Cab’ license procured for Self Drive Rentals.

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 Quick Facts

 Mercury Car Rentals Limited is a Joint Venture between Avis Europe Plc and

Oberoi group formed in July 1999 and is the master licensee of the Avis brand in India.

Avis Europe Plc operates the Avis brand throughout Europe, Africa, Middle East as well as

Asia and Avis Inc. throughout the rest of the world

 In India Avis is in 18 cities of tourist and commercial importance, which are New

Delhi, Noida, Gurgaon, Jaipur, Udaipur, Agra, Rishikesh, Shimla, Amritsar, Mumbai, Pune,

Kolkata, Bhubneshwar, Chennai, Cochin, Bangalore, Amritsar & Hyderabad. Many of

these cities have multiple locations for easy access of all customers.

 Avis India has a fleet of cars ranging from the Ford Fiesta, to midsize Honda Cities

to luxury cars like Toyota Camry and Mercedes S Class

 Avis has constantly invested in infrastructure and technology to set standards in

the industry and is the first to develop a web based reservations and back end software

 For international reservations Avis depends on “Wizard” which is a truly customer

friendly and efficient system. Avis is the first car rental company to get a approval from RBI

to collect rental charges in rupees for international reservations

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 Directors of Avis India

The Joint Venture Company – Mercury Car Rentals Ltd. has 2 Directors from Avis Europe

& 3 from East India Limited. (The Oberoi Group)

Mr. P.R.S Oberoi Mr. S.S. Mukherji

Mr. John McNicholas Mr. Xavier Gernaey

Mr. T. K Sibal

Some of Avis India Corporate Clients

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 Alcatel Lucent

 Colgate Palmolive

 Sompo Japan

 Caterpillar

 Idea Cellular

 Continental Airlines

 Virgin Atlantic

 Ariba India

 Cisco

 Dr.Reddy's Labs

 American Express

 HP India

 PepsiCo

 ST Microsystems

 Metro Cash & Carry

 Xander India

 Corning India

 EXL Services

 Qualcomm

 JP Morgan

 Warburg Pincus

 BHP Billiton

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 Why Avis as an Employer?

 World’s leading Car Rental company

 Strong and truly global brand (Easy recognition and acceptance by the traveling community)

 Infrastructure and technology to set standards in the industry

 Employee friendly practices instituted and followed

 Third year in a row, Avis has been awarded as the Leading Car Hire Company by World

Travel Awards in following categories:

“Asia’s Leading Car Hire”

“Indian Ocean’s Leading Car Hire”

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 Services

Avis offers the following services in India:

 Airport Transfers

 Business and Leisure daily Rentals

 Inter city / Touring Packages

 Hotel Limo Service

 Conferences and Events

 Self Drive

 Long Term Rentals

 Leasing

 Outbound Rentals to Avis global network

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 Products and Services

Fleet

Avis India offers a variety of cars, vans and 4 wheel drive vehicles in the Indian market

ranging from Maruti Wagon R to the New S-class Mercedes Benz. The vehicles are retained

in the system for a maximum period of two years to ensure that the cars are in excellent

mechanical condition. All cars have carefully selected safety and comfort related accessories

in keeping with the category of the car and requirements of the clients.

Chauffeur/Self Drive Packages

Even though the car rental market in India is largely chauffeur drive, Avis will offer both

chauffeur and self drive packages to its clients. The chauffeur drive product offers the

customer a car for local running, airport transfers or outstation trips on a time and mileage

basis. The company has introduced the concept of renting cars in multiples of the hour

thereby allowing the customer flexibility. With self drive, the customers can choose from

the daily limited mileage, 3 or more days unlimited mileage, weekly or monthly packages.

Avis India will also introduce one way rentals between certain cities, for e.g., Mumbai –

Pune or New Delhi – Agra.

Long Term Rentals

Avis in India will offer long term rentals or fleet management services to corporate clients,

i.e. rental of cars on a monthly / annual basis with options of self or chauffeur drive, with or

without fuel and maintenance for a predetermined mileage for the month. This product

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would be customized and offered to organizations that would like to outsource the fleet

management services for their vehicles.

Inbound / Outbound Reservations

In-bound tourists into the country will be able to reserve their car using the Avis reservation

system known as “Wizard” from any of the Avis rental stations in 174 countries across the

world and avail of the reliable and quality Avis service anywhere in India. Similarly, Avis

India will offer the Indian out-bound traveler car rental services anywhere across the world

by reserving a car of their choice and collecting the payment in Indian rupees.

Hotel Services

Avis India specializes in organizing the travel and transportation requirements of a hotel and

its discerning guests. As a turnkey service, Avis India takes over the complete responsibility

of ground transportation, ticketing and other travel related services required by the guests.

Servicing the hotel guests in line with the high standards of the hotel, Avis becomes an

extension of the services of the hotel.

Events and Conferences

Avis India is equipped to handle the complete transportation requirements for conference

organizers. The services include shuttle services for delegates between the venue and the

hotels, individual car requirements by delegates and pre and post conference tours. The

company is well equipped in terms of infrastructure, fleet of vehicles, communication aids

and well-trained professionals to handle all kinds of transportation needs.

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 Infrastructure and Technology

The company is committed to continuously investing both in infrastructure and technology

to provide the highest standards of services to its clients.

Computerized reservations and operations allow for smooth functioning and reliability in

data processing. For international reservations we use the Wizard reservation system which

is linked to all major global distribution systems catering to the travel industry partners and

the Internet for individual and corporate clients. Avis has spent over a billion dollars in

continuous investment to develop this unique system. The system facilitates accurate and

timely information transfer between rental stations so that we can deliver the right car at the

right place at the right time. In India we are also committed to have international IT standard

which can service the guest. AVIS India web site, back office and front office ERP systems

to name some are in place.

Partnerships and Strategic Alliances

Avis has many partnerships and strategic alliances to provide value addition to the

customers. With joint programs and promotions Avis works with many partners to provide

an integrated travel service to the customers. Avis works with Airlines, Travel agencies and

tour operators, Hotels groups, car manufactures, rail companies, etc.

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 Key Customer Segments

 Contracted Customer Organizations

Private and public sector organizations

Travel Agents

Tour operators

 Hotels

 Retail

Airport

Down town – not commenced

Website

Travel portals

 Avis International network

Inbound

Outbound

 Partner

Airlines

Credit Card companies etc

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 Vision

 We see an organization which aims at leadership in the hospitality industry by

understanding its guests, designing and delivering products and services which

enable it to exceed their expectations

 We see a lean responsive organization where decision making is encouraged at each

level and which accepts change

 We see a multi-skilled workforce, which consists of team players who have pride of

ownership, translating organizational vision into reality

 We see an organization where people are nurtured through permanent learning and

skill improvement and are respected, heard and encouraged to do their best.

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 Mission

 Our Guests

We are committed to meeting and exceeding the expectations of our guests through our

unremitting dedication to perfection, in every aspect of service

 Our People

We are committed to the growth, development and welfare of our people, upon whom we

rely to make this happen.

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 Six Strategic Priorities

We will only progress our six areas of strategic focus in a meaningful way if we combine

group initiatives with the engagement of all employees whatever their role in the company

in continuous focus in driving and improvement in these areas at every level

The six areas are being symbolized with a series of images recognizable across all cultures

and designed to enable numerous employee support programmes throughout the company.

1. Growth

 The image of a horse symbolizes the need for the company to be a fast moving and

strong business, a thoroughbred amongst our competitors, remaining ahead of the

game and a winner in the race for customers and entrance into new markets. Growth

to Avis should mean that we can:

“Grow our business in new ways within a country, across a continent or even across the

globe. Gain new customers or provide more for existing customers”

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2. Cost Efficiency

 The image of a hand tossing a coin to suggest the opportunity for generating further

financial benefits for the company. Clearly, this should not be a matter of chance,

but one where all staff continuously strive to improve the way we operate. Cost

efficiency within the business should mean that we aim to:

“Improve the efficiency of contact we have with customers either by phone, internet, direct,

post or other channel improve operating efficiencies”

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3. Brand Leadership

 The image of a man running symbolizes how as individuals and as a business we

must continue to race against the competitors to win the rewards for best service and

the preferred partner to do business with. Our aim should always be to:

“Continuously improve our service and enhance the 'We try harder' brand. Develop existing

and new partnerships in the travel industry and corporate sector”

4. Customer Satisfaction

 The cat signifies action and focus on improving standards. In Avis CAT stands for

Customer Action Teams which exist throughout the Avis network to provide

continuous improvement:

“Improve service and speed and make it easier for customers to deal with us. Continuously

improve customer satisfaction”

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5. Employee Satisfaction

 The dolphin highlights the flexibility and adaptability of a creature which has

evolved since prehistoric times, and unlike the dinosaur, has not become extinct but

continues to thrive. The ethos within the company should therefore be that we are:

“Encourage loyalty motivation and desire to achieve continuously improve employee

satisfaction”

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6. People Development

 Geese always fly in formation working as a team. Each bird in the flock helps the

others by flying in a V formation, enabling the updraft to significantly increase

flying range compared to flying solo. At Avis, teamwork is essential, with each

person bringing strength to the combined team.  This will enable Avis to:

“Focus on staying ahead of the competition. Support the growth of individuals and teams for

greater success”

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Organizational Chart

National Head-
Marketing

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 Awards

3rd year in a row, awarded as the Best Car Hire Company by World Travel Awards in

categories

“Asia's Leading Car Hire and Indian Ocean's Leading Car Hire” 

Awarded with 'Super Brands' status for year 2009-10

'Best Tourist Transport Operator' award by Ministry of Tourism for year 2009-10

'Best Car Rental' award by Hospitality India for the year 2009-10

India Network: The largest service network in India across 18 Cities & 42 Rental

Locations.   

 International Network: Network of over 5100 Rental locations and 164 countries and

presence in over 1000 major airports worldwide.

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 A Glimpse to Fun at Avis!

Behror- Jaipur

Cricket Tournament

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 Introduction of HRIS

Definition: An HRIS, the abbreviation for Human Resources Information System, is a

system that lets you keep track of all your employees and information about them. It is

usually done in a database or, more often, in a series of inter-related databases.

A system which seeks to merge the activities associated with human resource

management (HRM) and information technology (IT) into one common database through

the use of enterprise resource planning (ERP) software. The goal of HRIS is to merge the

different parts of human resources, including payroll, labor productivity, and benefit

management into a less capital-intensive system than the mainframes used to manage

activities in the past.

 It is a merger of HRM discipline with IT fields. The HRIS provides a method by

which an organization collects, maintains analyses & reports information on people

& job.

 It helps HR managers perform HR functions in a more effective and systematic way

using technology.

 The application of computers to employee- related record keeping and reporting, and

management decision making.

Human resource information system is a systematic procedure for collecting, storing,

maintaining, and retrieving data needed by an organization about its human resources and

various activities that are relevant for their management.

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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. Pick your HRIS carefully based on the capabilities you need in

your company.

Typically, the better 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 tracking 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,

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  Training received,

 Disciplinary action received,

 Personal employee information, and occasionally,

 Management and key employee succession plans,

 High potential employee identification, and

 Applicant tracking, interviewing, and selection.

An effective HRIS provides information on just about anything the company needs to track

and analyze about employees, former employees, and applicants. Your company will need

to select a Human Resources Information System and customize it to meet your needs.

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 With an appropriate HRIS, Human Resources staff enables employees to do their

own benefits updates and address changes, thus freeing HR staff for more strategic

functions. Additionally, data necessary for employee management, knowledge development,

career growth and development, and equal treatment is facilitated. Finally, managers can

access the information they need to legally, ethically, and effectively support the success of

their reporting employees.

The concept of human resource information system (HRIS) has been derived from

the concept of management information system (MIS). MIS is defined as systematic

collection, maintenance, and retrieving data for providing support to the operations,

management, analysis, and decision- making functions in an organization.

Thus, like any other information system. HRIS has three basic components- input,

storage, and output.

1. Input : Input function provides the capabilities needed to enter data, relevant to

managing human resources, into the HRIS. Input function prescribes the

procedures for collecting data by whom, when, in what format, and from what

sources (internal and external).

2. Storage : storage function involves storing data in various files and updating data

from time to time to keep them up-to-date. Based on storage of data, output in

the form of information, relevant to action and decision- making, is prepared.

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 3. Output : Output function of HRIS is most visible as it is directly relevant to users

of HRIS, output may appears in two forms: hard copy printed on a piece of paper

or soft copy visible on computer screen. Whatever form is selected, output is

presented in a form which is easily understandable and useful to users.

The Evolution of the 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.

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 Objectives of HRIS

In an organization, information about human resources and their functioning is required

basically for two purposes: information that is to be supplied to various government

agencies as required by statutory provisions, and information that is useful for managers in

taking actions and making decisions on issues related to managing human resources. It is the

latter category of information that is more important from organization’s point of view,

though HRIS should be capable of providing both categories of information. Thus, the basic

objective of HRIS is to provide accurate, relevant, and timely information about human

resources and their functioning in the most cost-effective way. This basic objective of HRIS

can be spelled out further as follows:

1. HRIS should provide information in such a manner that it helps in improving one or

more decisions, that is, it must cause an appropriate decision to be made and a less

appropriate decision to be rejected. Information has no value if the same decision

could be made even without it. Thus, accurate, relevant, and timely information is

needed.

2. Apart from decision- making, HRIS should supply HR information which is required

by statutory provisions or other agencies like industry associations, research

organisations, etc. Besides, there may be adhoc query from internal employees to

know their current status like leave account, overtime worked, provident fund

account, and so on.

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 3. HRIS should provide information in the most cost – effective way. An information

has benefit but it has cost too. Benefit from information is derived in terms of

improved decision making and satisfaction of other requirements. Cost of

information is in terms of its collection, processing, and retrieval. If the benefit of

information is more than its cost, it adds value to the organization. In alternative

case, it is a drag on the organization.

Users of HRIS

Since HR department in any organization functions in staff capacity, it provides services

related to HR to the entire organization. Same is the case with HRIS. Besides the various

departments, HR personnel themselves use information generated from HRIS. However, all

departments and all HR personnel are interested in different types of information.

HR director uses all subsystems of HR information systems as he is

responsible for the entire HR department. Other managers in HR department use the

subsystem which is relevant to their particular area of operation. Other departments of the

organization use specific subsystems of the HR information systems. Some of the

subsystems like HR planning, development, and appraisal are used by all the departments as

each of them performs these functions directly or indirectly. Production department is the

maximum user of HR information systems as most of the employees in a manufacturing

organization work in this department. Besides the above subsystems in which all the

departments are interested, production department uses information of maintenance and

industrial relation subsystems.

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 In order to serve the needs of different organizational personnel, HRIS must

collect, store, and retrieve information on various external and internal factors relevant to

managing human resources. Thus, information generated by HRIS can be divided into two

categories : external information and internal information.

External Information: External information for managing human resources should be on

the following aspects:

1. Nature of competition for human resources of different types;

2. Nature of availability of human resources from different sources;

3. Nature of training and development facilities available outside the

organization;

4. Nature of expectations of human resources from the organization;

5. Socio-cultural and other background of human resources;

6. Various government policies affecting the employment conditions of

people;

7. Various labor laws which are relevant for managing human resources in the

organization;

8. Status of trade union movement and its attitudes towards employer

organizations; and

9. Various HRM practices adopted by different organizations nationally and

internationally.

HR department of an organization is required to collect information about

these factors from different sources and to make it a part of the HR information system.

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Internal Information. Besides the external information, HR department collects various

relevant information from internal sources. Such information may be as follows:

1. Particulars of each employee showing his/her name, age, qualifications and

other relevant particulars;

2. Type of employees recruited during the year;

3. Training and development offered;

4. Results of performance appraisal;

5. Promotion, demotion, transfer, separation of employees;

6. Compensation packages, both financial and non-financial, offered;

7. Employee absenteeism;

8. Employee turnover

9. Maintenance, safety, and health services; and

10. Number and nature of disputes between labor and management and their

outcomes.

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 Setting up HRIS

HRIS requires consistent support and continued blessings of top management. Employees at

various levels must extend their cooperation fully. The basic purpose of ensuring quality

information should always be kept in mind; otherwise the famous GIGO (garbage

in/garbage out) principle will be in operation at work. An organisation, which wants to set

up HRIS should:

1. Plan: the information needs of an organisation should be spelt out initially. This involves a

detailed study of the activities carried out internally, work patterns and relationships,

constraints affecting the system etc.

2. Design: at this stage the system analyst examines the flow of information, identifies gaps

and outlines steps needed to organize the flow of information in an economical and effective

manner

3. Implement: this step involves setting up to HRIS, taking the organizational needs into

account. Adequate training is arranged for employees so that they can learn to handle the

system comfortably. Facilities are upgraded; procedures are also streamlined with a view to

integrate HRIS with various organisational components.

4. Evaluate: it involves measuring the contributions of the system and identifying the gaps

and undertaking remedial steps to ensure its smooth operation. The system is continually

evaluated in the light of changes within and outside the organisation.

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 How the HRIS works ?

INPUTS

Inputs:
CONTROL TRANSFORMATION FEEDBACK

Input of HRIS includes information related to employees such as education, training, age,

experience, training, present status, OUTPUT

present salary, whether promoted or not and other

necessary details.

The computerized human resource information system is in all respect superior to

manual system, which is time consuming and not so effective.

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Transformation:

The information fed to the computer can be transformed into more meaningful and

necessary information that is exactly required by the organization. This is the conversion

stage of computerized HRIS.

The information generated is very useful to the managers.

Output:

Output refers to the printouts of the transformed material from the computer printer like

salary statement, report on performance of an employee, budget estimates, etc.

A well knit HRIS acts as a worth decision support organism of a very high quality.

Feed back and Control:

Whether the output obtained is relevant and useful or not must be known. The method of

ensuring it is known as feedback.

Feedback establishes control over the system.

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 Computer Aid To HRIS

Any information system, including HRIS, can be either manually operated or computer

based. However, with the emergence of low-cost personal computers (PCs known as

microcomputers in technical jargon), the trend is to have computerised HRIS. Even smaller

organisations use computers for maintaining employee records, payroll processing, etc. This

is because computerised HRIS has certain advantages over manually-operated HRIS. A

computer aids HRIS in the following ways:

1. Because of computer, there is ability to process data with accuracy and high speed even

though it requires complex computation, analysis, comparison, and summarization.

Though there may be manual processing of data, it is slow and, in many cases, even

inaccurate. As contrast to this, computerized processing has speed and accuracy.

2. There is organization and updating of huge mass of data of different types, derived from

various sources, both internal and external. In manual system, maintaining such huge data

would be quite difficult.

3. Input data stored in a computer can be processed into a number of ways to serve different

purposes. The computerized system is so designed that information users at different levels

and in different units of the organization are in a position to obtain information a form in

which they want.

4. In computerized system, time required for information storing, processing, and retrieving is

shortened and information users have quick access to information need. Thus, in the time

context, the value of information increases.

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5. Computerized HRIS reduces the size of infrastructure required for the operation of an

efficient HRIS; lesser number of personnel is required to maintain records of various types;

office space is reduced.

Problems in Computerized HRIS

While computerised HRIS is beneficial, it has also certain problems. Therefore, before

installing it, these problems should be addressed to adequately which are as follows:

1. Initial investment involved in computerised HRIS is high. It may be necessary for

large organisations but may be a luxury for small organisations unless other

organisational functions are computerised and HRIS is linked to them.

2. Users of output of computerised HRIS should have computer literacy, that is, they

must be aware how information from computerized HRIS can be retrieved. Those

who are not comfortable with computers experience difficulty in computerised

environment.

3. Unless there is an adequate control and security measure, there is a threat for

sensitive and personal information. In the absence of proper control and security

measures, anyone can have access to such information.

4. Often, in many organizations, data era updated on a batch basis after considerable

lapse of time. In such a case, data may be stale.

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 Need of HRIS

A Human Resource Management System/HRIS is software that can be used either on

premise or online. Most of these systems automate and facilitate virtually all HR functions:

from employee information analysis to payroll, to employee training.

Although the different HRMS available will have different sets of features, most of them

will help with some crucial functions for your HR bliss. So, if you are fond of countless

amounts of paperwork and enjoy using a pen to keep track of important information, you

can stop reading this article right now. But if you would like to know how to turn hours and

hours of work into a few clicks, here are 7 reasons why you should consider implementing a

HRMS in your organization.

Recruit/Selection

Employment
Medical Equity
Records

People Payroll
Workers
Compensation
Benefits
Jobs
Health & Positions
Safety Employee
Relations

HR Planning
Pension Admin
Training &
Development Compensation

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1. Easy Access to Employee Records – From a user-friendly dashboard, the HRIS lets you

see recent employees added, monitor their work, check files uploaded and reports created.

One can also get alerts on special dates such as birthdays and anniversaries

2.    Attendance and PTO Tracking – HRMS tool will allow one to keep track of

employee attendance and paid time off. With just a click, employees can request time off,

and managers can approve or decline requests. The system also keeps track of accruals and

balances

3.    Employee Self Service – Most HRIS have a feature that allows employees to access the

information they need. They can also fire requests from virtually anywhere, view time off

balances, better understand their benefits, and anything else one decide to share with them.

By helping themselves, they free time for managers and HR personnel to focus on other

matters

4.    Email Alerts – One don’t have to remember a thing! HRIS will do it for employees and

send alerts to managers when birthdays are coming up or when an employee is close to

becoming eligible for a certain benefit

5.    Easily Create Reports – One can create customizable reports by creating simple

queries with just a few clicks. One can also easily export these reports to common formats

such as Excel, PDF, or CSV

6.    Track Training Progress – Closely monitor employee’s training progress and allow

employees to check their training status and set up their goals and work towards their

training completion

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7.    Reduce Employee Management Costs – One simple solution is the payroll process.

The HRMS integrates with payroll systems and other accounting systems to ensure that your

payroll functions will be completed on time and without errors. These are just some of the

benefits one can have from using a HRIS tool.

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 Importance of HRIS

A HRIS is the lifeline of any HR department. The greater the sophistication and linkages in

an HRIS, the more effective an organization’s HR department becomes. In today’s volatile

market where time has become more important than money, an HRIS is the tool that

addresses the requirement efficiently. It integrates almost all the modules of HR Dept,

ranging from manpower planning, recruitment, employee relationship management and

performance management to career planning and tracking, workplace communication and

systems.

Moreover, an HRIS is a key repository of employee information and records. It enables the

generation of various reports and accurate data that otherwise would have been time

consuming and cumbersome. For Example, Data, such as the history of an employee, can be

easily tracked using a HRIS. It also facilitates the formulation of policies, helps gauge the

effectiveness of existing policies and recommends modifications.

 Faster information process

 Greater information accuracy

 Improved planning and program development

 Enhanced employee communications

 Reduction in cost of stored data in HR.

 More transparency in the system

 More meaningful career planning & counseling at all levels.

 Better ability to respond to environmental changes.

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According to Venkata Ratnam & Srivastava:

 To store data & information for each individual employee for ready reference.

 To provide a basis for decision making

 To supply data/returns to government & other public.

According to Hemendra Verma:

 It is time effective.

 HRIS helps in achieving “equality”.

 Involves less cost & less chances of errors.

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 Advantages of HRIS

1. For large organizations that employ very large number of people, it becomes

necessary to employ HRIS.

2. In a geographically dispersed company, every office requires timely and accurate

information about manpower. If information is stored in multiple locations, costs and

inaccuracy will increase.

3. Modern day compensation package is complex consisting of many allowances and

deductions.

4. An employer has to comply with several labor laws. A computerized information

system would store and retrieve data quickly and correctly enabling the employer to

comply with statutory requirements.

5. With the help of a computerized personnel information system, employee records

and files can be integrated for fast retrieval, cross-referencing and forecasting.

6. Necessary flexibility for adaptation to changes in environment can be built into a

mechanized information system.

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51
 Benefits of HRIS

1. Higher Speed of retrieval and processing of data.

2. Reduction in duplication of efforts leading to reduced cost.

3. Ease in classifying and reclassifying data.

4. Better analysis leading to more effective decision making.

5. Higher accuracy of information/report generated.

6. Fast response to answer queries.

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7. Improved quality of reports.

8. Better work culture.

9. Establishing of streamlined and systematic procedure.

10. More transparency in the system.

11. Employee Self Management

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 HRIS Application & Utilities

Personnel Administration - It will encompass information about each employee, such as

name, address, personal details etc.

Salary Administration- Salary review procedure are important function of HRM, a good

HRIS system must be able to perform what if analysis and present the reports of changes.

Leave and Absence Recording- Essentially be able to provide comprehensive method of

controlling leave/absences.

Skill Inventory- It is also used to store record of acquired skills and monitor the skill

database both employee and organisational level.

Performance Appraisal- The system should record individual employee performance,

appraisal data, such as due date of appraisal, scores etc.

Human Resource Planning- HRIS should record details of the organisational requirements

in terms of positions

Recruitment- Record details of recruitment activities such as cost and method of

recruitment and time to fill the position etc.

Career Planning- System must be able to provide with succession plans reports to identify

which employee have been earmarked for which position.

Collective Bargaining- A computer terminal can be positioned in the conference room

linked to database. This will expedite negotiations by readily providing up to date data

based on facts and figures and not feelings and fictions

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 Steps in Implementing HRIS

1. Inception of idea: The idea having an HRIS must originate somewhere. The

originator of the idea should prepare a preliminary report showing the need for an

HRIS and what it can do for the organizations.

2. Feasibility study: Feasibility study evaluates the present system and details the

benefits of an HRIS. It evaluates the cost and benefits of an HRIS.

3. Selecting a project team: Once the feasibility study has been accepted and the

resources allocated project team should be selected. The project team should consist

of an HR representative from both management information systems and payroll.

4. Defining the requirements: A statement of requirements specifies in detail exactly

what the HRIS will do. A large part of the statement of requirements normally deals

with the details of the reports that will be produced. Naturally, the statement also

describes other specific requirements. This typically includes written descriptions of

how users collect and prepare data, obtain approvals, complete forms, retrieves data,

and perform other non technical tasks associated with HRIS use. The key is here is

to make sure that the mission of the HRIS truly matches management’s needs for an

HRIS.

5. Vendor analysis: This step determines what hardware and software are available

that will best meet the organization’s needs for the lowest price. This is the difficult

task. The best approach is usually not to ask vendors if a particular package can meet

the oragnization’s recruitments but how it will meet the organization recruitments.

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6. Package on tract negotiation: After a vendor has been selected, the contract must

be negotiated, the contract stipulates the vendors responsibilities with regards to

software installation, service, maintenance, training, documentation.

7. Training: Training usually begins as soon as possible after the contract has been

signed. First the HR members of the project team are trained to use the HRIS.

Towards the end of the implementation, the HR representative will train managers

from other departments is how to submit the information to the HRIS nad how to

request information from it.

8. Tailoring the system: This step involves making changes to the system to the best

fit the needs of the organization. A general rule of the thumb is not to modify the

vendors package, because modification frequently cause problem. An alternative

approach is to develop programs that arguments that vendors program rather altering

it.

9. Collecting the data: Prior to start-up of the system, data must be collected and

entered into the system.

10. Testing the system: Once the system has been tailored to the organization’s needs

and the data entered, a period of testing follows. The purpose of the testing phase is

to verify the output of the HRIS and to make sure it is doing what it is supposed to

do.

11. Starting up: Start-up begins when all the current actions are put into the system and

reports are produced. It is wise to attempt start-up during a lull period so that

maximum possible time can be devoted to HRIS. Even though the system has been

tested, some additional errors often surface during start-up.

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12. Running in parallel: Even after the new HRIS has been tested, it is desirable to run

the new system in parallel with old system for a period of time. This allows for the

comparison of outputs of both the system and examination of any inaccuracies.

13. Maintenance: It normally takes several weeks or even months for the HR people to

feel comfortable with the new system. During the stabilization period, any remaining

errors and adjustments should be handled.

14. Evaluation: After the HRIS has been in place for a reasonable length of time, the

system should be evaluated.

Personnel Inventory

 Personnel inventory provides the list of personnel and their background (name, age,

qualifications, experience etc.).

 HRIS contributes to the development of the personnel inventory for manpower

planning.

 The information needed for personnel inventory is obtained through job applications

and questionnaires filled by employees from time to time.

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 HRIS Model

HR Systems

HRD

Recruitment & Selection

Training & Development

Compensation

Employee Services

Environment General Information

Economic within the

Legal Organisation
HRIS
Political

General Information Strategic Information

outside the Growth

Organisation Technological Change

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 HRIS in India:

Human resources outsourcing is becoming increasingly prevalent in India. The number of

companies outsourcing HR activities continues to rise, and the scope of outsourced HR

activities continues to expand. HR outsourcing can happen in HR functions, like payroll

administration (producing checks, handling taxes, dealing with sick-time and vacations),

employee benefits (Health, Medical, Life insurance, Cafeteria, etc), human resource

management (hiring and firing, background interviews, exit interviews and wage reviews),

risk management, etc. Outsourcing has become a common response to manage people and

technology resources strategically, enhance services, and manage costs more effectively.

Market Size of HRIS in India:

The Market Share of HRIS in India stood at $27 million in 2007 and is expected to grow at

a steady pace when the market will touch $165 million approximately in or around 2010.

CAGR is approximately 77%

The key trends of HRIS adoption among SMBs in India include a surge in awareness and

interest about the benefits involved.

HRIS is the most suitable medium to reach the untapped SMB segment that cannot afford

expensive applications earlier.

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 Future Expectations from the HRIS Industry

After analyzing the current scope of the HRIS industry, it can be very well forecasted that,

in the current competitive era where companies have their presence in multiple geographic

locations and working in distributed models, HRIS is going to play a very major role. It

would play a crucial role in managing the huge resource database, financial details of the

company, HR process implementation mapping, etc. As I did telecalling for Blue Chip to

various companies, I personally found out that still many small and mid-sized companies are

managing such information using Excel sheets but this trend would become obsolete as

automation of various processes and alignment of those to the HRIS will be required.

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 The Impact of Implementing an HRIS

Integrated HR Information Systems (HRIS) have a profound effect on firms that implement

them. Most often these firms are replacing several related systems, such as a personnel

database, payroll system and benefits system, with one HRIS that does it all. Many people

focus on the improved reporting and processing that will be realized from the new system,

and those are the reasons most firms choose to implement a new HRIS. But what many

people don’t focus on is that the new HRIS will most likely affect the company much more

deeply – it will challenge the operating structure and principles of all the HR-related

departments.

An integrated HRIS results is a drastically different environment than a cluster of related but

separate systems. The core concept of a centralized data store inherent with an HRIS

demands integrated work processes for consistently managing that store. The two attributes

– centralized data storage and integrated work processes – will affect the company in ways

most managers don’t expect.

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 Barriers to the success of an HRIS

 Lack of management commitment

 Satisfaction with the status quo

 No or poorly done needs analysis

 Failure to include key people

 Failure to keep project team intact

 Politics / hidden agendas

 Failure to involve / consult significant groups

 Lack of communication

 Bad timing (time of year and duration)

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 Limitations

 Problems of computer illiteracy.

 Inadequacies of Design of HRIS.

 It can be expensive in terms of finance and manpower.

 It can be threatening and inconvenient.

 Thorough understanding of what constitutes quality information for the user.

 Computer cannot substitute human beings.

 Its effective application needs large-scale computer literacy among the employees

responsible for maintaining HRIS.

 Absence of continuous up-dating of HRIS makes the information stale.

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 Sage Pocket

In most large and medium organizations payroll is an essential monthly activity, which is

fairly routine in nature. Depending on the size and nature of the organization, this activity

can be fraught with complexities related to calculations, deductions and statutory

regulations. Sage Pocket is complete payroll software that not only offers organizations

value for their money but is also universally applicable irrespective of industry vertical,

unlike most other payroll applications.

Sage Pocket has 6 modules namely Payroll, Income Tax, Leave, Reimbursement,

HR Letters and E-mail with Payroll being the core module at the heart of the application.

Sage Pocket Comprises of Six Modules:

 Payroll Module

In most large and medium organizations payroll is an essential monthly activity, which is

fairly routine in nature. Depending on the size and nature of the organization, this activity

can be fraught with complexities related to calculations, deductions and statutory

regulations. Sage Pocket is complete payroll software that not only offers organizations

value for their money but is also universally applicable irrespective of industry vertical,

unlike most other payroll applications.

Most organizations employ people under a number of categories, having different

components of earnings and deductions. Payroll is governed by statutory

65
regulations like PF, ESI and Professional Tax that are subject to change which specifies a

number of mandatory forms that need to be filed by the employer every month. Sage Pocket

Module enables users to do the following:

Customize Fields:

Sage Pocket allows users to customize the application in terms of the fields that appear on

the screen, their display name and their text type; set the specific components for earnings

and deductions for each category and also specify formulae that need to be used for

calculation of monthly salary for each category.

Set Statutory Regulations:

Statutory regulations like PF, ESI and Professional Tax can also be set dynamically

depending on the earning slabs and government regulations.

Manage Employee Data:

Using Sage Pocket, it is possible to create an employee master sheet containing all relevant

information pertaining to his education, training, past employment, current earning and

deduction components, and also upload employee documents if required.

Full & Final Payment:

There is also a provision for recording separations from the company, issuing stop payment

on their monthly payroll and calculating and processing their full and final settlement.

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Payroll Processing:

Sage Pocket enables users to process payroll, generate employee specific pay slips and also

generate statutory reports and bank reports in required formats at the touch of a button.

Define User Rights:

The administrator can create multiple users and define user rights and access control only to

certain modules and categories. There is also a control mechanism whereby the

administrator can lock the process once the payroll has been processed post validation to

prevent mistakes and tampering by the user.

Data Import/export from/to Excel:

Another unique feature of Sage Pocket is the ability to import data from preexisting excel

sheets by configuring fields in the excel sheet to the related fielding the Sage Pocket

software and export data to excel.

 Leave Module

Different organizations follow different leave policies and the number of leaves allotted

against each leave type, such as casual leave, earned leave, sick leave, may also vary.

Employee leave data needs to be captured on a daily basis for accurate salary computation.

Sage Pocket’s Leave Module helps the HR department to:

Track Leaves:

It keeps track of leaves taken by employees and maintains a daily attendance register which

is transferred at the end of the month to the payroll module.

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Define Leaves:

It allows the user to define various types of leaves that the employee is entitled to and set

different leave parameters for different categories of employees.

 Income Tax Module

Sage Pocket’s Income Tax module allows the administrator to:

Maintain Employee Declarations:

Relevant employee declaration details can be entered under each section, and in cases where

the declaration documents are pending, an MIS report can also be generated or emailed.

Compute Income Tax:

Income tax for each individual is computed and transferred to the payroll module where the

TDS amount is deducted from the individual’s salary.

Generate Forms:

The module also generates requisite forms such as Form 16 for the employees and facilitates

quarterly and annual e-filing for the Income Tax department.

 Benefit Module

The Sage Pocket Benefit Module allows the administrator to set CTC related

reimbursements, define dynamic reimbursement components like fuel, transport, medical

and other reimbursable components. The user has the option to link the reimbursement with

the payroll module or else to pay it outside of the salary. If the monthly reimbursement

entitlement is not availed of entirely then the residual amount accumulates till the end of the

68
financial year when it is taxed and paid to the employees. The reimbursement module is also

linked with increment in the payroll module, as well as the full and final settlement.

 HR Letter Module

This module enables the end user to create any number of formats and templates for

appointment letter, relieving letter, salary certificate, experience certificate and other

important documents that can be saved and used in the future. This module enables data

mapping from the Employee master in the payroll module so that relevant data from here

can be merged with the required template to produce HR letters.

 Email Module

The email module is a separate module that is linked to Payroll, Income Tax, Benefits and

other modules. Reports such as pay slip, TDS worksheet, pending proof are generated as Pdf

documents in these modules and the emails to the employees are sent using the Email

module. This module can also be used to send out employees’ wedding anniversary and

birthday greetings through e-mail.

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70
Developing an HRIS: System Development Life Cycle (SDLC)

Planning

Analysis

Design

Implementation

Maintenance

EX: HRIS Data Extract Tool

 Will automatically be available to all HRIS users

 Access directly from Microsoft Explorer web browser and download to Excel,

Word, or PDF.

 Home Department view extracts employee data for your home department(s)

 Funding view extracts employee data for any position that includes one or more of

your funding sources.

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Format of HRIS Modules:

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 Benefits

 Monthly and annual returns are automatically generated in respect of PF, ESI,

Profession tax and Income tax

 Manage employee data related to prior employment, education history , upload

employee documents, photograph and resume

 Process payroll and generate employee specific pay slips at the touch of a button

 As an administrator, define user rights with access controls and set control

mechanisms

 Import pre-existing data from MS Excel worksheets for easy transition

 Track employee leaves and maintain a daily register

 Calculates income tax based on investment declaration

 Define CTC related employee reimbursements and set related limits.

 Carry forward of excess bills and unclaimed reimbursement possible

 Create formats and templates for employee related HR letters and use as per

requirement

 Email pay slips, Tax worksheets and other important documents to employees in

PDF format.

Application Integration

Attendance:

Sage Pocket gets integrated with attendance applications allowing the users to import

consolidated data using an excel interface.

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 Products

1. Sage Pocket Standard

A single user and single company application. Sage Pocket Standard supports up to 100

employees. It comprises of 2 modules namely Payroll and Income Tax with Payroll being

the core module at the heart of the application.

 Payroll Module

Most organizations employ people under a number of categories, having different

components of earnings and deductions. Payroll is governed by statutory regulations like

PF, ESI, Professional Tax that are subject to change and which specify a number of

mandatory forms that need to be filed by the employer every month. The Payroll module of

Sage Pocket enables you to deal with these issues in a simple, automated manner.

The Payroll module has the following key features:

 Employee master management

The Payroll module enables the creation of a comprehensive employee master

sheet containing all employee information pertaining to his education, training,

past employment, current earning and deduction components, leave record,

increments, transfers etc. Sage Pocket also allows you to upload employee

photos, resume and other employee documents.

With the Sage payroll module you can customize the fields that appear on the

screen, their display name and their text type; set the specific components for

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 earnings and deductions for each category and also specify formulas that need to

be used for calculation of monthly salary for each category.

 Monthly Payroll Processing

Using Sage Pocket payroll module you can configure variable monthly data

components like travel and house rent allowance. while calculating gross

salaries. It also allows you to compute PF and ESI as applicable for each

employee. You can then set formulas and conditional settings for earnings and

statutory requirements and calculate each employee’s monthly earnings

automatically. Due to its integration with the leave module, the necessary leave

information such as number of leaves availed, compensatory off’s and loss of

pay are also considered while calculating monthly earnings.

Grade based bonuses can also be computed as per company policy. Loans,

salary advances that have been availed of from the company and related

recoveries are also included at the time of salary computation. Payslip format

and settings can also be configured. Payslips are generated in pdf format which

can be mailed to employees.

 Promotions and Transfer Management

The payroll module allows you to record employee information such as

increments or transfers in the employee master details. If the increment is

retrospective the arrears can also be calculated for the said period and added to

the monthly pay. There is also a provision for recording separations from the

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 company, issuing stop payment on their monthly payroll and calculating and

processing their full and final settlement.

 Statutory Compliance

The payroll module makes available PF form 12a, PF form 5, PF form 10, PF

form 3a, PF form 6a, PF summary and extract, Form 2, PF challan, ESI form 6,

ESI form 7 and ESI extract. Statutory regulations like PF, ESI and Professional

Tax can be set and deducted from salaries, on the basis of earning slabs, state-

wise government regulations and other considerations. The payroll module also

helps you to maintain records of monthly and annual PF, ESI, labor welfare and

Professional tax returns.

 Report generation

You can also create customized reports with select masters, components and

bank templates using the report wizard for data such as department-wise

employee head count, cost centres, branch employee age group

 Loan Management

Sage Pocket professional edition allows you to manage employee loans without

levy of interest. It enables you to track loans and salary advances to employees

and maintain a separate loan ledger for each employee. It also helps in loan

recovery from the employee by integrating with the payroll computation and

payment.

 Import & Export from excel

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 Sage Pocket allows you to flexibly import and export data from pre-existing excel

sheets by configuring fields in the excel sheet to the related field in the Sage Pocket

software. This is a feature that sets it apart from other payroll applications

 Income Tax Module

Calculation of Income tax is another routine and pain staking activity that needs to

conform to government regulations and norms. Sage Pocket allows you to automate

this activity for greater efficiency and accuracy.

This module comes with the following features:

 Configurable sections & sub-sections

The income tax module of Sage Pocket allows you to configure the tax sections and sub

sections as needed in the financial setting. It also lets you define the earning components,

tax percentage applicable for different income slabs, exemptions available under the

different sections and also set the limit for these exemptions.

 Employee Declaration management

It allows you to enter employee declarations of investment under each section and

also upload proof documents for these declarations. It also enables you to keep a

record of pending declaration documents and generate MIS reports as well a

declaration of taxable income from previous employer and tax deducted at source for

the current financial year

 Income Tax updation to payroll

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Sage Pocket Income Tax module calculates the monthly income tax for each employee on

actual on the basis of proof and declarations and updates the TDS in the payroll module

during the computation of monthly salaries.

 Form generation

It allows you to create sample TDS worksheets and Form 16 and submit the same for each

employee on a monthlybasis. Similarly it enables you to generate quarterly and annual TDS

related forms for each employee.

 Reports

Tax related reports can be generated to Form 16, 16A, 16AA, Form 24Q, 26Q, Form 12ba

 Integration with Sage Accpac ERP

Sage Pocket is integrated with Sage Accpac – ERP Accounting Software. However the

payroll activity, which is also a company expense like any other vendor payment, is

managed by the payroll application. Since the payroll operation involves multiple

stakeholders performing different activities, it can be quite cumbersome and error prone to

manually enter the payroll expense into the company General Ledger.

However since Sage Pocket is tightly integrated with Sage Accpac it seamlessly shares

information with it. As a result the expenses incurred in Sage Pocket reflect in the General

Ledger module of Sage Accpac, thereby preventing duplication of effort and errors.

Currently, this is facilitated through the export and import of option available in Sage

Pocket and Sage Accpac

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 2. Sage Pocket Professional

 An easy-to-use payroll solution designed as a single user single company application: up to

300 employees. The solution is configurable and allows the user to set statutory regulations,

calculate income tax, track reimbursements and generate pay slip. Employee master details

can be maintained with the option to upload all the necessary documents.

Single user and single company application upto 300 employees

3. Sage Pocket Premium

Advanced version of Sage Pocket Professional, the application has been designed to meet

the needs of companies requiring greater payroll processing capabilities. Multi-user, Multi-

company: up to 1000 employees. Sage Pocket Premium being a multi-user application

allows the administrator to set user access rights and maintain complete audit trail. The

solution can be integrated with the online modules.

Multi-user, multi- company: upto 1000 employees

4. Sage Pocket- Online Modules

A set of modules available online that enables employees to have an online access to

information relating to HR, leaves, and claims. Modules include:

 Personnel Information Portal: This portal acts as the private home page of the

employee with a role-based view of menus and enables the following:

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  Employee Information Management

The employee can view personal information such as his PF balance, loan balance, TDS

declaration and worksheet, history of previous TDS worksheets, and also view as well as

print his pay slip of any month. He can also access HR reports and payroll financial reports

with required authentication. Using this page an employee can enter relevant personal data

as authorized by HR which would be updated on HR verification and approval

 Information Sharing

It allows you to create a shared document section which can contain dynamic links for you

to upload important documents like HR or leave policy that can be viewed by all. This

section can also contain information on new recruits and those who have left the

organization. Employees can also upload personal word or pdf attachments like resumes or

work profile to links in this section. Any file that is proposed to be uploaded by an employee

will have to be approved by HR.

Likewise it is possible for you to upload employee specific documents and set security

profiles so that only that employee can view that document. It also provides the means for

sending birthday and anniversary wishes to employees.

 Online Leave Tracking System: he Online Leave Tracking System allows

employees to keep track of their leaves, apply for leaves, get online approvals or

rejections of the same and receive MIS reports on leave balances.

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  Leave tracking

The online module allows employees to apply for leave, look into leave balance with details

of leave availed over a period of time.

 Leave approval

The online module allows employees to post their leave applications online and notify

concerned managers if multiple managers are involved for approval. They can then log on

and keep track of the status of the leave approval. Likewise they also get the notification of

leave approval or rejection online. It also defines the leave approval matrix that needs to be

followed and allows assignment of alternate managers by concerned authorities, should the

need arise.

 Alerts and reports

It enables managers to keep track of the leave requisitions awaiting his approval through

online alerts. Similarly alerts are sent to concerned parties regarding approval, cancellation

or rejection of leaves.

 Online Claims Management: The Sage Pocket Online edition allows employees to

manage and submit their reimbursements and claims online and also provides

managers with an online option for approval. The reimbursements are either linked

to the pay slip or are paid separately.

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  Monthly claims

This module enables employees to submit their monthly claims. The approval matrix is

defined whereby the claim goes for approval either to the concerned manager or the finance

department. The claim can then be either approved, modified or rejected by the concerned

authority

 Email alerts

The module generates email alerts for partial and full rejection with reason thereof.

 Employee visibility

The employee has a real-time view of his claim details and the status of his claims

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 Conclusion

The main conclusion of this paper is the realization that the use of business HRIS is in a

developing and retrieval.

 In spite of this, it is recognized the positive influence that these systems have in the

recruiting process, which make us think that HRIS will gain a place in many

organizations in the short and medium term.

 Regarding the commonest applications of HRIS, findings indicate that a fairly large

percentage of firms rely on these systems for at least one the stages of the

recruitment process.

 Nevertheless, the presence of these applications is scarcer for the most complex and

delayed in time tasks, such as decision making processes, because they require, in

return, more complex HRIS.

It was also observed that two groups of organizations lead the HRIS implementation

trend:

The parent companies, with regard to their subsidiaries, and the largest firms in terms of

number of employees.

 This seems a logical finding because their more complex structures may benefit

more of the advantages of HRIS to increase the efficiency of their recruiting

processes.

 Besides, HRIS are found to be preferred in combination with other HRM practices,

instead of on their own.

 This reveals that human judgment is still the main criterion for making decisions in

this area, albeit assessed or supported by the information provided by the HRIS.

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 Suggestion and Recommendations

 When the administrative processes and tasks of the human resources department

have become overwhelmed, implementing a human resources information system

(HRIS) may be a viable solution.

 Common administrative Tasks that involve completing paperwork, filing reports,

and updating benefits information account for a large portion of the HR department's

time and the advantages of HRIS would help.

 Businesses of all sizes are already recognizing the advantages of HRIS and

implementing the software to improve efficiency for the entire organization

 Here are some of the key benefits of HRIS software.

 HRIS provides:

 Easy-to-update compensation and review information

 Self-service options for different users in the organization

 Efficient benefit administration and updating

 Applicant tracking during the recruitment stage

 Easy compliance and statistics reporting modules

 Email scheduling capabilities and improved communications with employees

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 What I Have learnt during my Summer Training

I, Priyanka Sharma, student of MBA, MIMT, have completed my summer training from

“Avis India” Car Rental Company. The company in India operates as a joint venture of

Oberoi Groups and Avis Europe. Company provided me 58 days, worth full training where I

have learnt various functions of HR. My supervisor “Ms. Richa Arora” who is Assistant

Manager Human Resources has directed me and guided me in learning different areas of

HR.

The things which I have learnt in my training period are as follows:

 Job Description

A job description is an organized, factual statement of duties and responsibilities of

a specific job. In brief, it should tell what is to be done, how it is done and why. It is

a standard of function, in that it defines the appropriate and authorized content of a

job.

I read through the existing Job Descriptions of the company that lists the

general tasks, or functions, and responsibilities of a position. I observed that it also

includes to whom the position reports, specifications such as the qualifications

needed by the person in the job, salary range for the position, etc.

The job descriptions I have gone through are of Area Manager, Station Manager,

Branch Manager, Fleet Executives, and Rental Executives etc.

Let us see job description of Area Manager in detail.

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Designation: Area Manager

Reports to: Branch manager.

Being overall in charge of the branch, which itself is a profit centre, incumbent has

to ensure smooth and efficient management of all the aspects of operations, meeting

the budgeted targets and make the branch financially viable through optimum

utilization of the resources available.

Attendance

At Avis India attendance register is maintained in order to keep the track of each employee’s

attendance as a statuary requirement.

I was given the task/ assignment to check and compile the leaves and Overtime from

the Attendance Register PAN India. During my task following were my observations/

learning/ perspectives:

 LOP : Loss of Pay where leave balance is less than the leaves taken then the leaves

taken in lieu are marked as Loss of Pay days where no salary is given for the said

dates.

 Absenteeism is defined as the failure of a worker to report for work when he/she is

scheduled to work.

 Biometric System: The company was in process of installing the biometric

attendance system which keeps the record of IN and OUT of every employee

through the fingerprint.

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Personal File Record

 I understood the maintenance of employees file is important to maintain the records.

An employee file contains appointment letter, confirmation letter, joining letter,

academic certificates and documents etc.

 It helps in verifying the credentials of the information given by the employee and to

cross check the information from the hard copy.

 Hard copy is written proofs in which employees signifies their presence through the

signatures.

Monetary Benefits

 Employees were provided monetary benefits like ESI, PF, and Gratuity etc. I have

Learnt to calculate ESI, PF, Gratuity of employees.

 ESIC: It Stands for Employee State Insurance Corporation which keeps the record

of insurance of employees. Employee State Insurance was set up to fulfill the need

for a comprehensive insurance system that would safeguard the needs of the

employees in emergencies like sickness, disability, maturity or death.

The finance required for this scheme is drawn mainly from employers and

the employees.

Benefits offered by Employee State Insurance scheme are:

1) Medical Benefits

2) Sickness Benefits

3) Maturity Benefits

4) Disablement Benefits

5) Benefits to dependents

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 6) Funeral Expenses

 PF: Provident Fund is the fund which is composed of the contributions made the

employee during the time he has worked. 12% of basic salary is deducted from each

employee in every month. It is the percentage of his salary. The provident fund is

designed to provide the retiring individual with dignity and security.

 Gratuity: It is the amount that will be paid for your continuous service of 5 years in

single company for a minimum of 240 days every year. It is mainly calculated on

your basic which you will be having in your last month salary.

Sourcing & Recruitment

 Sourcing: Surfed through the internet websites,

 Short listed resume of Marketing Profile and taken view of telephonic interview,

 I have been also the part of interviewing team

Employee Welfare

I came to know that employee welfare is important to encourage employees and to

make them satisfied. When employees feel satisfied and content then only they can

give higher productivity to the company.

 HR department used to conduct different types of refreshing activities to refresh the

employees like tambola, rapidfire questions, taglines puzzles etc.

 I was one of the member of Organizing team for conducting such activities.

 It is being done at every month end to rejuvenate the employees.

 These activities are very simple to understand and play, for instance Tambola,

Rapid Fire etc.

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  I have been the part of trip to Dehradun at Red Camp Stone and arranged the things,

activities for the trip.

 I have arranged things for the Farewell party like to send invitation mail to every

employee, etc.

 I have been the part of organizing committee and participated in every HR activity,

Marketing Activities:

Except, above mentioned things, I have also done some Non-HR work, that is related

with Marketing. I have also learnt about Marketing Area, which is as follows:

 I have calculated the discount rate for chauffer driven and self driven for respective

days or time,

 Prepared the discount rate sheet on the basis of different cards like, American

Express, Visa Cards, Jet boarding Cards, etc

 Updated the detail of employees whose Avis Advantage Cards (details ) are prepared

in excel sheet, the work was directed by “Mr. Raja Sood” – National Marketing

Head.

 Prepared the confirmation letter of membership of Avis Advantage Card and

attached the Card with letters, and send that cards to customers.

Other Activities / Participation

 Participated in the Avis Photo Session in the uniform

 I was given a chance to go through the Orientation powerpoint which touched the

topics like beginning of Avis India, expansion of the company in all over the world,

network of it, its products and services, its corporate clients, branches of company in

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 all over the world, worldwide airline partners and hotel partners, directors of Avis

India etc that are essential to make a new recruit aware about the company.

 Also went through the HR Policies which included: Birthday Card Policy, Farewell

Policy etc.

 I was given task to delete numbers from Staff MIS. I observed that it recorded the

no. of employees each unit location wise so that the expenses made towards the

recruitment and salary payouts can be tracked.

This is the brief of my learning at Avis India. I have learnt a lot from different areas of HR

and Marketing. In addition I have also learnt basic activities required to do the task in hand

efficiently like punching of papers, printing envelopes, Photocopy of documents, and

managing HR activities.

It helped me enhancing my skills in Ms Excel like understanding of “vlookup

formula”, and many tools of Excel.

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 General Learnings

The Summer Training started on the 15th June, in Avis India, Mercury Car Rental Pvt. Ltd. I

was appointed as a Human Resource trainee in the company. It has been 8 weeks since I was

working as HR trainee, and my personal experience in Avis India has been delightful. As

per the summer training requirements, I have completed the tasks as explained above in the

report. My company guide, Ms. Richa Arora assigned me all the tasks time to time, only

after making me understand the task properly. I have been fortunate enough to be given

multiple assignments of varied nature and complexities, which gave me an opportunity to

try out new avenues of HR and also to analyze their effectiveness for procuring employees

and maintaining long term bonds with them. The training has provided me sufficient

knowledge of the HRIS software, its details and various modules provided. Apart from all

this, I have learned to make use of various technologies for marketing and building

customer relationships in the Internship Program.

I am grateful to my company guide, for always being supportive and motivating me from

time to time. No task had been assigned to me, without proper training and understanding of

the subject.

I would like to conclude by saying that the summer training program has given me

knowledge, working experience in corporate and also the skill of completing the given

target in the allotted time span.

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100
 Questionnaire

Role of Human Resource Information Systems (HRIS)

Please answer the questions below:

Part 1: Respondent information

1) What is your job role or title? __________________________________________

2) What type of organization do you work for? Please tick

Private Small/medium Large

Public Small/medium Large

3) How long have you worked as a HR specialist? ________

Part 2: HR Professionalism

4) Do you view yourself as professional and why? Please tick and give reasons

No why_______________________________________________

Yes because I: am trained in HRM

have a HR specific under/postgraduate degree.

am a member of CIPD

have worked as a HR specialist for a very long time.

other; please specify.

5) Does your organisation see you as a professional? Please tick and give reasons

No why_______________________________________________

Yes why_______________________________________________

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6) Do you regard yourself as a professional just like traditional professionals like lawyers,

doctors, lecturers and dentists do? Please tick and give reasons

No why_______________________________________________

Yes why_______________________________________________

7) How do you see (from your experience or through reading in the literature) the future of
your profession?

8) In which of the following categories do your main work duties fall into?

Please number them in the order of priority.

Advisory (policy advice, HR set up and other HR issues)

Service (providing service in the area of HR set up and issues)

Functional (communication and interpretation of HR policy, procedures to all from top

management)

9) How has your role changed over the years? Please tick one or more of the choices

It has not changed in anyway.

It has become more specialized in one or fewer aspects of the HRM.

It has become more general different aspects of the HRM.

It has become more like an internal consultant. (please answer 9A question to follow)

It has changed to bring about more integration between the organisational and HR

strategies and ways of working.

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9A) What sort of internal HR consultancy do you offer? Please tick
Expert consultancy - providing expertise, information and diagnosing issues and

making changes to them.

Doctor-patient consultancy - examining HR policies and procedures and prescribing

changes as necessary.

Process consultancy - working jointly with organisational groups to resolve issues.

10) Do you believe that your role has become more strategic in your organisation and how?
Reason (s)

No

Yes

HR Information Systems (HRIS)

11) Do you currently use HR information system(s) (HRIS) or intend to use one?

No

Yes

No

12) At what level do you use HRIS?

At operational level to undertake daily operational level work

Use by knowledge workers for planning.

Use by top management for long term planning and unstructured decision making.

13) Which functionality does your HRIS have? Please list them below

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14) How important are/could be HRIS in helping you to perform your job more

professionally?

15) How do/can you make a strategic use of HRIS? Please describe using a list or a short
narrative

16) What is your view of further deployment of HRIS in your organization for work and

decision making?

More routine operational level use.

More medium level decision making or policy determination role.

Strategic use of HRIS for long term planning.

Part 4: General
17) Do you have any other comments about the strategic use if HRIS by HR managers or

HR departments?

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18) If you would like a copy of the results then please provide your title (and name if you

wish) address and email below:

Title and/or name: ________________________________________________

Address: ________________________________________________________

________________________________________ Postcode________________

BIBLIOGRAPHY

 Dr. GUPTA C B, Human Resource Management, Sultan Chand & Sons, 2004

 PRASAD L M, Human Resource Management, Sultan Chand & Sons, 2005

 ASWATHAPA K S, Human Resource and Personnel Management, Tata McGraw Hill

Publishing Company Limited, 2001

WEBSITES

1. www.hrworld.com

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2. www.hr.com

3. www.google.com

4. www.avis.co.in

5. www.scribd.com

6. www.pocket.in

7. www.tasaasolutions.com

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