In this technological world, a lot of things are run by the most advanced technology. Therefore, those managers are using the latest technology to operate the whole system in the company. By using these latest technology can help the company work more effective and can help keep their company information more safe and secure. It is same as for the Human Resource Information System (HRIS). Human Resource Information System (HRIS) could be count as the latest technology that can help analyze the data necessary for human resource department to do its jobs properly. So, William (2006) say the Human Resource Information System (HRIS) is usually a part of the company’s larger Management Information System (MIS) that to help the company to making recruiting, promoting, payroll, employee selection and placement, intake and training projections, career-pathing and productivity evaluation. These information systems help the administrative more effective and produce reports capable of improving decision making. But there are some challenges to make this useful Human Resource Information System cannot work well at all and will make Human Resource Information System work fail. The following are the challenges of Human Resource Information System:
Training the users to use HRIS.
Cost to purchase and implementation of HRIS.
Time to adapt the HRIS.
Lack functional expertise in designing.
Improper vendor provide illegal copy of HRIS.
4.1 Training the users to use HRIS (by Choo Jun Cheng)
The first challenge of company to implementation the Human Resource Information System (HRIS) is ensuring that a HRIS for a company involve one key issue that is have the users that can use this HRIS as well as he/she can said by William (2006). The HRIS could be count as the latest technology to operate to human resource department, but there is not every manager and employees know to use this system well and some of them even do not know what this system is and what this system is for. For this case will make the company face the challenge to use this HRIS to help their human resource department to do its jobs perfectly. This will also cause the company cannot work efficiently, quick access to information and the information will be have risk to stole by other company easily. So, human resource department need to provide training to employee of a company in certain areas and the human resource department must make sure that the employees in the company are properly trained to use the HRIS well. However, teaching the employees how to use system is not the only component needed and it is also critical to teach the employees know to use the HRIS to locate the answers to solve the human resource questions. This requires the employees who under this training program need to adopt the new mindset of self-service rather than turning the human resources questions to the answers by using the Human Resource Information System (HRIS) and make employees become a part of HRIS.
4.2 Cost to purchase and implementation of HRIS (by Choo Jun Cheng)
Next, the one of the most significant challenge facing by the company to run the Human Resource Information System (HRIS) is the cost to purchase and implementation of a Human Resource Information System (HRIS) said by William (2006). If the company is looking the cost to justify a HRIS new system or upgrade one, they will much need new HRIS software. But for the company already have a policy to cost justifying any new technology for their produce and investment and this cause the company facing the lack capital problem to purchase and implementation of HRIS. Besides that, HRIS system represents a large investment decision for company of all sizes to purchase and implementation this HRIS and this will become the challenge that is the lack capital problem facing by the company. Therefore, some company does not want to upgrade their HRIS system to a new one, even some of the company still using the traditional way to operate their human resource department. This situation will lead the company cannot get the benefits from HRIS that is improved accuracy of information, the provision of timely and quick access to information and the saving the costs of human resource. So, having an HRIS system in the company are very important and it can also bring a lot of benefits to the company and help to reengineer the entire Human Resource (HR) function to work more effective and help the human resource department can use full of HRIS advantages and the company can operate properly too.
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4.3 Time to adapt the HRIS (by Choo Jun Cheng)
Besides that, the challenge facing by the company is the time that employees and managers need to take to adapt the Human Resource Information System (HRIS) said by K. Michele (2006). Although for the company have already send the employees and managers who in certain area of human resource department to training to use the HRIS, but the employees and the managers need to take times to adapt the new system. Even if the employees and managers know how to use the system, it will not serve the company if they cannot perceive any benefits from its use said by K. Michele (2006). Besides that, some employees are not good in using computer, they will take very long time to adapt this new system even they are trained employees. Not only that, by using the Human Resource Information System (HRIS) will help to reengineer the entire Human Resource (HR) function and this also need take time for employees and managers to adapt this system. Some of their company’s HRIS system are lack flexibility will cause the employees and managers use more time to adapt the system. Even this HRIS need some time for employees and managers to adapt for it but HRIS still can bring a lot of convenient to human resource department and it can help the company can operate properly.
4.4 Lack of functional expertise in designing (by Choo Jun Cheng)
The challenge facing by the company is lack of functional expertise in designing of Human Resource Information System (HRIS) said by K. Michele (2006). The HRIS could be count as the latest technology to operate to human resource department to do the job properly, but there are not yet become a flexibility system for operate the department and company need to hire the expert in this HRIS system keep maintain the system in perfect condition. The lack of flexibility of HRIS would have a risk hacking by theft of information, the company’s information would easily know by other people. Besides that, the HRIS cannot solve the difficulty situation and sometime the system will solve wrong problem because of the lack of functional expertise in designing of HRIS. But if the company can keep upgrade the functional expertise in designing of HRIS and it can overcome this problem and it can help company operate the human resource department work efficiency. So, the company need to keep maintain the HRIS system and always make sure the system are at the perfect situation.
4.5 Improper vendor provide illegal copy of HRIS (by Choo Jun Cheng)
The last challenge that face by the company is the improper vendor that provide the illegal copy of HRIS said by Pamela (2006). It is because the HRIS is the latest technology for the company to operate the human resource department and implementation HRIS are expensive, so many of company willing to implementation the illegal copy of HRIS because the improper vendor cost the company cheaper than others. The illegal copy of HRIS possible have the virus that always make the system clash down then the company need to ask the improper vendor repair it and improper vendor can keep charge the company repair fees. Besides that, the illegal copy of HRIS possible have the spyware that let the improper vendor have the backdoor that allow the improper vendor can stole the information from the company. So, for every company need to avoid buy the illegal copy from improper vendor.
4.6 Conclusion (by Choo Jun Cheng)
In the conclusion, Human Resource Information System (HRIS) plays an important role to operate the company, even the Human Resource Information System (HRIS) are facing many of challenges to use this system in the company. But if we can overcome those challenges and situation to make the HRIS can run perfect inside the company, we can gain a lot of advantages and by using this system can make sure our human resource department can work more effectively and more efficiently. This HRIS system can also help reduce errors, increase efficiency, and reduce costs for the company and this system are very useful and helpful to the company.
William P. Anthony, K. Michele Kacmar, Pamela L. Perreve (2006) Human Resource Management (Fifth Edition) Thomson, the Star logo, and Custom Publishing, Chapter 4.
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