Automating Individual HR Tasks

Several direct mail catalog companies similarly offer a variety of HR materials. For example, HR direct (100 Enterprise Place, Dover, DE, 19901,phone: 1-1800-346-1231) offers packages of personnel forms including ones to be used for: short and Long Form Employee Applications, Applicant Interviews, Mail Reference Checking, Employee Performance Reviews, Job Descriptions, Exit Interviews, Absentee Calendars and Reports Sexual Harassment Charge Investigation forms. Various legal compliance forms including standardized No weapons Policy, harassment Policy, FMLA Notice forms, as well as posters (for instance covering leally required postings for, matters such as the Americans with Disabilities Act and Occupational safety and Health Act) are similarly available.

G Neil Company of Sunrise, Florida (phone 1-800-999-9111) is another direct mail catalog personnel materials source. In addition to a complete line of personnel forms, documents and posters, it also offers manual paper based systems or keeping track of matters such as attendance history conducting job analyses and for tracking vacation requests and safety records. A complete HR start up kit is available containing 25 copies of each of the following basic components of annual, HR system: Long Form Application for Employment; Attendance history; Performance Appraisal; Payroll/Status Change Notice; Absence Report; Vacation Request & Approval; W-4 Form; 1-9 Form; New Employee Data Records; Separation Notice Interview Evaluation; Self Appraisal; Weekly Time Sheets Accident / Illness Report; Exit Interview; Pre-Employment Phone Reference Check; Employment Warning Notice; Performance Appraisal Exempt Positions and tabbed dividers al organized in a file box.

As your company grows, it becomes increasingly unwieldy and uncompetitive to rely exclusively on manual HR systems. For a company with 40 or 50 employees or more, the amount of management time devoted to conducting appraisals can multiply into weeks. It is therefore at about this stage that most small to media sized firms begins computerizing individual HR tasks.

Here again there are a variety of resources available. For example at the Web site for the International Association for Human resource Information management, you’ll find, within the products & Services tab, a categorical buyers’ guide listing software vendors. These firms provide software solutions for virtually all personnel tasks, ranging from benefits management to compensation, compliance employee relations, out sourcing, payroll, and time and attendance systems.

Off the shelf software is available elsewhere, too. For example, the G. Neil Company sells off the shelf software packages for controlling attendance, employee record keeping, writing job descriptions, writing employee policy handbooks, and conducting computerized employee appraisals. HR direct offers software for writing policy manuals, writing performance reviews, creating job descriptions, tracking attendance and hours worked for each employee, employee scheduling, writing organizational charts, managing payroll, conducting employee surveys, scheduling and tracking employee training activities, and managing OSHA compliance. A program called People Manager maintains employee records on items such as marital status, number of dependents, emergency contact and phone numbers, hire date, and job history. It also enables employers to quickly produce 30 standard reports on matters such as attendance, benefits and ethnic information.

Establishing Human Resources Information Systems (HRIS):

Why an HRIS? Larger companies typically integrate their separate HR systems into integrated human resource information systems (HRIS). An HRIS may be defined as interrelated components working together to collect, process, store, and disseminate information to support decision making, coordination, control, analysis and visualization of an organization’s human resources management activities.

There are at least three reasons for installing such a system. First is competitiveness; an HRIS can significantly improve the efficiency of the HR operation and therefore company’s bottom line. For example W H Brady Company, a Milwaukee based manufacturer of identification products such as labels, reportedly cut several hundred thousand dollars a year from its HR budget through the use of HRIS. Software producer People Soft reportedly has a ratio off one HR staffer6 to each 110 employees, a saving of millions of dollars a year when compared with the traditional ratio of one HR staffer per 50–100 employees, and it credits to its HRIS. The company expects the HR to employee ratio to shrink to 1: 500.