Human Useful resource Data System – HRIS


Human Useful resource Data Programs

The aim of this paper is to determine different firms who’ve confronted related human sources points with regard to info know-how. Via benchmarking totally different firms we will find out how different firms have dealt with sure human sources points associated to info know-how, info programs, new know-how, and information safety. An general evaluation has been accomplished utilizing analysis on IBM Europe, Ameriprise Monetary, Terasen Pipelines, Shaw’s Supermarkets, CS Stars LLC, IBM, WORKSource Inc., and Toshiba America Medical Programs, Inc. This paper additionally contains eight synopses of firms dealing with related concern to these within the studying.

New Expertise

With the altering world and fixed new know-how that’s accessible, managers want to concentrate on the know-how that may improve effectiveness of their firm. Human useful resource info programs (HRIS) have more and more reworked because it was first launched at Common Electrical within the Nineteen Fifties. HRIS has gone from a primary course of to transform handbook info maintaining programs into computerized programs, to the HRIS programs which can be used right this moment. Human useful resource professionals started to see the opportunity of new functions for the pc. The thought was to combine most of the totally different human useful resource capabilities. The outcome was the third technology of the computerized HRIS, a feature-rich, broad-based, self-contained HRIS. The third technology took programs far past being mere information repositories and created instruments with which human useful resource professionals might do far more (Byars, 2004).

Many firms have seen a necessity to rework the best way Human Useful resource operations are carried out so as to sustain with new know-how and rising numbers of staff. Terasen Pipelines moved its headquarters from Vancouver to Calgary to be nearer to the oil and realized a serious development in staff. Prior to now recording maintaining was finished on paper and with spreadsheets. Mangers at Terasen realized that there was a necessity to alter to a extra computerized system and seemed into totally different HRIS distributors. By making the transfer to a HRIS system, Terasen is ready to maintain extra correct data in addition to higher put together for future development. One other firm that noticed the advantages of maintaining with new know-how is WORKSource Inc. To fulfill the problem of dealing with 100 new staff, WORKSource Inc. acquired Internet-based know-how applications from GHG Corp. like digital pay stub, digital timesheet software program, time-off system, and human useful resource info system (“Suggestions,” 2006). By adapting these new applications, WORKSource was in a position to cut back waste and price.

The Web is an more and more fashionable solution to recruit candidates, analysis applied sciences and carry out different important capabilities in enterprise. Delivering human useful resource providers on-line (eHR) helps extra environment friendly assortment, storage, distribution, and trade of knowledge (Friesen, 2003). An intranet is a kind of community utilized by firms to share info to folks throughout the group. An intranet connects folks to folks and folks to info and information throughout the group; it serves as an “info hub” for the complete group. Most organizations arrange intranets primarily for workers, however they’ll prolong to enterprise companions and even clients with applicable safety clearance (Byars & Rue, 2004).

Functions of HRIS

The effectivity of HRIS, the programs are in a position to produce more practical and sooner outcomes than could be finished on paper. A few of the many functions of HRIS are: Clerical functions, applicant search expenditures, threat administration, coaching administration, coaching experiences, monetary planning, turnover evaluation, succession planning, flexible-benefits administration, compliance with authorities rules, attendance reporting and evaluation, human useful resource planning, accident reporting and prevention and strategic planning. With the various totally different functions of HRIS, it’s obscure how the applications profit firms with out firms which have already benefited from such applications.

One such firm is IBM. IBM has a paperless on-line enrollment plan for all of its staff. Not solely has the net enrollment saved the corporate 1.2 million per 12 months on printing and mailing prices, the staff get pleasure from working with the net plan. “Since we started providing on-line enrollment, we have discovered that staff need net entry,” Donnelly [Senior Communications Specialist] says, to allow them to go browsing at residence relatively than via the corporate intranet. So the corporate has been working to place in place a web-based enrollment system that staff and retirees can entry from wherever (Huering, 2003). By using the flexible-benefits software HRIS has to supply, IBM was in a position to lower prices and provides staff the liberty to find their advantages on their very own time and tempo.

One other firm that has taken benefit of HRIS functions is Shaw’s Supermarkets. To ensure that Shaw’s to higher handle its workforce, the corporate determined it was time to centralize the HR operations. After totally different choices, Shaw’s determined to implement an Worker Self Service (ESS) system. Using self-service functions creates a constructive state of affairs for HR. ESS offers HR extra time to deal with strategic points, comparable to workforce administration, succession planning, and compensation administration, whereas on the similar time enhancing service to staff and managers, and making certain that their information is correct. With this resolution, staff have on-line entry to kinds, coaching materials, advantages info and different payroll associated info (Koven, 2002). By giving staff entry to their private info and the flexibility to replace or change their info as wanted, HR was given extra time to deal with different points. Understanding the totally different functions HRIS has to supply will give firms the prospect to extend worker effectivity and cut back prices.

Measuring the Effectiveness of HRIS

The analysis ought to decide whether or not or not the HRIS has carried out as much as its expectations and if the HRIS is getting used to its full benefit (Byars & Rue, 2004). One of the crucial important challenges confronted by public personnel executives right this moment is measuring the efficiency of their human sources info system (HRIS) With a purpose to justify the value-added contribution of the HRIS to engaging in the group’s mission (Hagood & Friedman, 2002). Implementing an HRIS program could seem a crucial stem for a corporation, however until it is going to be an efficient instrument for HR operations, it won’t assist improve effectivity and should hinder it as a substitute.

One firm that applied a HRIS system is Toshiba America Medical Programs, Inc. (TAMS). TAMS put all worker advantages info on-line and created an open enrollment possibility when TAMS modified healthcare suppliers. Virtually instantly upon rolling out the UltiPro portal [new HRIS technology] to staff, TAMS started seeing enhancements, with an estimated 70% improve in open enrollment effectivity (Wojcik, 2004). By figuring out the effectivity of the brand new program, TAMS was in a position to notice the advantages of the brand new HRIS system.

Safety of HRIS

The privateness of worker info has turn out to be a serious concern lately. With id theft changing into a typical downside, staff have gotten extra delicate about who sees their private info, and the safety it’s stored in. By ensuring worker info that’s stored within the HRIS is related to the corporate and ensuring there may be restricted entry (password safety) to such info, firms could make its staff safer with the security of their info. Whether or not digital or paper, worker information need to be handled with nice care. Establishing safety and end-user privileges requires a stability of incorporating, HR coverage, system information and day-to-day operations (O’Connell, 1994).

One firm that confronted a serious safety concern was CS Stars, LLC. CS Stars misplaced observe of considered one of its computer systems that contained private info that included names, addresses and social safety numbers of staff compensation advantages. The larger downside was that CS Stars did not notify the affected shoppers and staff concerning the lacking laptop. Although the pc was retrieved and no info appeared to have been harmed, many staff misplaced their sense of safety with the corporate. New York’s Data Safety Breach and Notification Legislation, efficient in December 2005, requires companies that preserve computerized information which incorporates personal info to inform the proprietor of the knowledge of any breach of the safety of the system instantly following discovery, if the personal info was, or is fairly believed to have been, acquired by an individual with out legitimate authorization (Cadrain, 2007).

One other firm that skilled a breach in safety is Ameriprise Monetary. In late 2005, a pc that contained private info on shoppers and staff was stolen. As a result of most of the staff at Ameriprise take their computer systems between work and residential, the corporate decided there was a must put extra safety into these computer systems. Ameriprise made positive all staff had the brand new safety suite put in on their computer systems. By responding rapidly to the necessity for extra safety, Ameriprise made positive all info is being stored safe. Ensuring staff info is stored as safe as attainable there shall be extra belief within the firm and the HR staff working with that info.


IBM, Terasen Pipeline, CS Stars LCC, and Toshiba America Medical Programs, Inc. are good examples of firms dealing with points just like human sources info know-how and human sources info programs. All of those firms know the significance of recent know-how, human sources info programs, and information safety. The rest of this paper offers synopses of extra firms dealing with human sources points, how the corporate responded to the problems, and the outcomes of the corporate’s responses.

Corporations Benchmarked

IBM Europe

The Scenario:

IBM is a world group providing analysis, software program, {hardware}, IT consulting, enterprise and administration consulting, ring and financing. It employs round 340,000 folks, talking 165 languages throughout 75 international locations, and serving shoppers in 174 international locations. In January 2007, IBM established a separate “new media” operate inside its company communication division. IBM foremost aim is to coach, assist, and promote applications that make the most of social media. IBM Europe determined to develop inner communication by running a blog pointers. The popularity was that running a blog was already taking place amongst IBMers, simply in an unregulated approach. In an analogous approach, institutionalizing a operate to deal particularly with new media isn’t a company transfer, or establishing from scratch. It’s a response to the problems already rising within the firm. Now that these applied sciences are right here, persons are utilizing them, they’re rising and there right here to stay-we’re simply going to place some construction round them in order that we will attempt to optimize their use.” The customers determine what applied sciences they wish to use and the way they wish to use them. That foremost concept is that IBM understands that they need to bear in mind to respect the truth that social media are social. IBM had the necessity to join its 340,000 international staff extra successfully.

The Response:

IBM’s intent round social media has now been formally formalized. From January 22 2007, the corporate established a separate “new media” operate inside its company communication division. “Its remit: To behave as professional consultants inside and outdoors IBM on points regarding blogs, wikis, RSS and different social media functions. The primary concept is to coach, assist and promote applications that make the most of these instruments. IBM has a historical past of being a t the forefront of know-how primarily based company communication. From the multimedia brainstorming “WorldJam” that made information headlines again in 2001 during which 50,000 staff worldwide joined an actual time, on-line idea-sharing session concerning the firm’s route. IMB has at all times ready itself to make use of breakthrough applied sciences to ascertain a two-way dialogue with its staff. The necessity for social media was crucial and will not wait.

The Final result:

In the previous few years IBM has been acknowledged as being the vanguard of social-media use: IBM was on of the primary Fortune 500 firms to get behind collaborative wikis, revealed inner running a blog pointers way back to 2003, and is now transferring quick past RSS and podcasts into videocasting and “digital world” applied sciences like Second Life. The intranet search facility extends to all areas of the location, together with new media points. When an worker logs onto their portal an executes a key phrase search, the outcomes they get again not solely come from the primary intranet pages, however embrace outcomes from IBM boards, wikis, blogs and podcast/videocasts tags. IMB has an understanding that staff are not staying in an organization their complete lives. It’s simply not like that any extra. In Belgium for instance over 50 % of two,300 staff have been there fewer than 5 years. The corporate has come to the conclusion that with an more and more younger and cellular workforce, the chances are high that an worker inhabitants filled with a youthful technology, for whom these instruments are half and parcel of life, isn’t that distant. In years to return IBM must take care of worker base for which running a blog is simply the pure solution to work together over an internet platform. IBM has created centralized platforms for many instruments that fall underneath its remit, which incorporates wikis. For Philippe Borremans, new media lead Europe for IBM, has the potential enterprise functions of a wiki cowl two broad advantages: Collaborating and information sharing. IBM has scored some notable successes on each fronts within the close to 5000 wiki pages now up and working within the group. The corporate has been an enormous pick-up in curiosity in podcasting during the last 18 months writing can appear such a technical talent, whereas folks really feel they’ll speak extra freely than they’ll write. One of the crucial constantly fashionable IBM podcasts, with over 20,000 downloads per week.

Ameriprise Monetary

The Scenario:

The Division of Justice survey estimates that 3.6 million U.S. households had been victims of id theft in 2004. Trafficking in private date goes past U.S. borders: the New York Instances studies that stolen monetary info is commonly distributed amongst individuals of on-line buying and selling boards, and the patrons are often situated in Russia, Ukraine, and the Center East. One cause shoppers are involved about information safety is the widespread publicity generated by breaches at monetary providers agency. In late December 2205, an Ameriprise Monetary worker’s laptop computer that contained unencrypted information on roughly 230,000 clients and advisors was stolen from a automotive. Different monetary providers agency, together with Citigroup and Financial institution of America, additionally acknowledge large-scale buyer information losses in 2005. President of NCS, Rita Dew, a compliance consulting agency in Delray Seashore, Florida, says that the Securities and Trade Fee requires funding advisors to have insurance policies and procedures that handle the executive, technical, and bodily safeguards associated to shopper data and data.

The Response:

Ameriprise Monetary needed to battle again and needed to implement “layers of safety.” It will be significant for workers who their major enterprise laptop, and staff usually transport the pc between residence, workplace, and assembly websites. The vulnerability of this association and the necessity for a security software program program is way wanted.

The Final result:

Staff who’re transporting lab tops ought to set up the Steganos Safety Suite on their laptop. This software program permits staff to create an encrypted digital drive on the laptop computer that serves as information storage secure. Staff shops all shopper associated information and tax preparation software program database on the encrypted drive, which staff has arrange with one gigabyte of space for storing. One of the best factor is that when an worker turns off the pc the knowledge is saved “secure”, the software program robotically encrypts the digital drive’s information. The software program additionally generates encrypted backup information, which staff retailer on CDs in a fireproof secure. This could maintain the info safe if any worker’s laptop computer is stolen or if the drive is faraway from the laptop computer. Different monetary advisors are counting on encryption each out and in of the workplace. Different applications which can be getting used to guard shopper’s info are RAID Stage 1 system to retailer information on the drives which can be encrypted with WinMagic’s SecureDocs software program. Encryption ensures that anybody who steals the pc shall be completely unable to learn the info, even by connecting it to a different laptop as a “slave drive. This has given many monetary advisors the best peace of thoughts.

Terasen Pipelines

The Scenario:

Terasen Pipelines is a subsidiary of Terasen Inc. situated in Vancouver, Canada and is situated in a number of provinces and U.S. states. In 2001 the corporate modified its headquarters to Calgary to be nearer to the oil. With the large transfer, the corporate went via a development spurt. With the corporate in many various places and the rising numbers of staff, the HR division noticed a must discover a new system to maintain extra correct data.

The Response:

Prior to now Terasen had stored data on paper and with spreadsheets and with the expansion of the corporate, this technique doesn’t work in addition to previously. With a purpose to compensate for future development, Terasen started to look into HRIS firms to assist with the HR operations. After researching totally different firms, Hewitt’s software service supplier mannequin with eCyborg was discovered to be the fitting match.

The Final result:

Though there was problem adapting to a brand new approach of recordkeeping, Terasen was capable of finding a system that may assist assist the present and future development of the corporate. Luckily, among the HR employees had expertise working with an HRIS and had been in a position to assist their colleagues think about new processes, as aided by a system. One theme usually voiced all through this course of was: “You guys do not know the way exhausting we’re working after we could make it a lot simpler with a system that might do numerous this for us. You do not at all times should run to the cupboard for the worker file simply to get primary info. It will probably all be at your fingertips.” (Vu, 2005). With a purpose to assist Terasen ease the HR burden of implementing a brand new HR system, the administration of Terasen was satisfied to search for a vendor to assist implement and preserve a HRIS system. This technique has helped Terasen higher put together for present and future development.

Shaw’s Supermarkets

The Scenario:

Shaw’s Supermarkets is the second largest grocery store chain in New England. With a workforce of 30,000 situated at 180 shops all through six states, Shaw’s HR employees is accountable for managing staff’ private information. Their worker combine contains roughly 70 % part-time staff, consisting of scholars, senior residents, second-job part-timers, and profession part-timers. One third of the workforce is made up of union associates, and Shaw’s employees oversees the corporate’s involvement with three unions and 6 separate contracts (Koven, 2002). With a purpose to assist handle the workforce, the HR employees turned concerned with centralizing its HR operations.

The Response:

With a purpose to centralize HR operations Shaw’s determined to implement an ESS (worker self-service) resolution. Using self-service functions creates a constructive state of affairs for HR. ESS offers HR extra time to deal with strategic points, comparable to workforce administration, succession planning, and compensation administration, whereas on the similar time enhancing service to staff and managers, and making certain that their information is correct. With this resolution, staff have on-line entry to kinds, coaching materials, advantages info and different payroll associated info.

The Final result:

Shaw’s has had constructive suggestions since implementing the ESS resolution. “The response from our staff has been extraordinarily constructive,” Penney, VP of Compensation and Advantages, says. “We even had a big improve in our medical protection prices, and it was nearly a non-issue as a result of the net enrollment featured the plan decisions, the worker price, and the corporate subsidy. An worker self-service software makes it very simple for them to know their contributions and protection choices. I obtained a number of e-mails from staff saying this was an awesome change and the way simple ESS was, which the case isn’t usually when staff are deciding on their profit choices.” (Koven, 2002). By giving the staff extra entry to their info they’re able to see the profit decisions accessible to them. Staff are additionally in a position to replace their info on-line, which helps cut back the paperwork of the previous. Shaw’s has additionally seen enchancment in productiveness as a result of staff are updating info at residence, not throughout work hours.

CS Stars, LLC

The Scenario:
New York Lawyer Common Andrew Cuomo has introduced that New York State has reached its first settlement with an organization charged with failing to inform shoppers and others that their private information had gone lacking. Cuomo’s workplace, which enforces the state’s 2005 Data Safety Breach and Notification Legislation, charged CS STARS LLC, a Chicago-based claims administration firm, with failing to provide discover that it had misplaced observe of a pc containing information on 540,000 New Yorkers’ staff’ comp claims.

The Response:

The proprietor of the misplaced information, which had been within the custody of CS STARS, was the New York Particular Funds Conservation Committee, a company that assists in offering staff’ comp advantages underneath the state’s staff’ comp regulation. On Might 9, 2006, a CS STARS worker observed that a pc was lacking that held private info, together with the names, addresses, and Social Safety numbers of recipients of staff’ compensation advantages. However CS Stars waited till June 29, 2006, to inform Particular Funds and the FBI of the safety breach. As a result of the FBI declared that discover to shoppers may impede its investigation, CS STARS waited till July 8, 2006, to ship notices to the 540,000 New Yorkers affected by the breach. On July 25, 2006, the FBI decided an worker, of a cleansing contractor, had stolen the pc, and the lacking laptop was situated and recovered. As well as, the FBI discovered that the info on the lacking laptop had not been improperly accessed.

The Final result:

New York’s Data Safety Breach and Notification Legislation, efficient in December 2005, requires companies that preserve computerized information which incorporates personal info to inform the proprietor of the knowledge of any breach of the safety of the system instantly following discovery, if the personal info was, or is fairly believed to have been, acquired by an individual with out legitimate authorization. The regulation impacts not solely companies of their dealings with their clients, however employers of their function as custodians of staff’ private information. (Cadrain)

With out admitting to any violation of regulation, CS STARS agreed to adjust to the regulation and make sure that correct notifications shall be made within the occasion of any future breach. The corporate additionally agreed to implement extra intensive practices regarding the safety of personal info. CS STARS can pay the Lawyer Common’s workplace $60,000 for prices associated to this investigation. (Cadrain)


The Scenario:

IBM’s paperless on-line enrollment system, launched in 1999, has proved to be a winner for each the corporate’s 135,000 lively U.S. staff and the corporate, in accordance with Cathleen Donnelly, senior communications specialist at firm headquarters in Armonk, N.Y. The corporate saves $1.2 million per 12 months on printing and mailing prices alone, Donnelly says, and the staff’ can benefit from a wide range of applied sciences to study points, analysis program info and entry choice assist instruments from their desktop computer systems. (Heuring, 2002)

The Response:

A type of instruments, a private medical price estimator, permits staff to calculate potential out-of-pocket well being care bills underneath every of the plan choices accessible to them, Donnelly says. Staff log in personally and are greeted by title and with necessary info concerning their advantages enrollment, such because the deadlines and when modifications take impact. They robotically get entry to well being plans which can be accessible to them, and the calculator lets them examine estimated profit quantities for every plan.

“Staff can choose the well being care providers they count on to make use of in a specific 12 months, estimate anticipated frequency of use, and calculate potential prices underneath every plan possibility,” Donnelly says. “The suggestions that we have obtained from staff tells us that this instrument has actually helped them to make a comparability between plans primarily based on how they eat medical providers.” The calculator reveals each IBM’s prices and the worker’s. (Heuring, 2002)

The Final result:

“Since we started providing on-line enrollment, we have discovered that staff need net entry,” Donnelly says, to allow them to go browsing at residence relatively than via the corporate intranet. So the corporate has been working to place in place a web-based enrollment system that staff and retirees can entry from wherever.

Staff can get abstract info on the plans, drill down into very particular particulars and observe hyperlinks to the well being care suppliers for analysis. Donnelly says the system has obtained excessive marks for comfort as a result of staff can “get out and in rapidly.”

WORKSource Inc.

The Scenario:

To fulfill the problem of dealing with 100 new staff, WORKSource Inc. acquired Internet-based know-how applications from GHG Corp. like digital paystub, digital timesheet software program, time-off system, and human useful resource info system (“Suggestions,” 2006). These instruments enabled CEO Judith Hahn to dealing with payroll procedures effectively and successfully.

The Response:

WORKSource has eight workforce facilities, with roughly 108 staff, situated all through a six-county area. Beforehand, payroll, advantages, and human sources for these staff had been processed and managed by a Skilled Employer Group. The corporate additionally has 52 administrative employees in its headquarters workplace. When the contract with the PEO terminated on June 30, 2006, these 108 staff had been instantly moved to the payroll of WORKSource, which meant Hahn’s workload greater than doubled efficient July 2006 (“Suggestions,” 2006).

Hahn, in an interview with PMR, stated she relied on LEAN to assist get a deal with on what wanted to alter for her to handle the elevated workload. Two years earlier, Hahn’s CEO had launched her to LEAN, a Japanese administration idea of eliminating wasteful steps and movement when finishing processes. “I started to learn as a lot as attainable about LEAN and joined an HR LEAN focus group” (“Suggestions,” 2006).

The Final result:

Mastering the ideas of LEAN led Hahn to develop and apply her personal acronym of “REASON” to her division’s payroll and HR processes. Evaluate the method: map payroll duties from begin to end. Eradicate waste: decide methods to full a payroll process most effectively with out pointless steps. Analyze alternate options: analysis and consider the applicability of recent know-how. Promote improvements to administration: doc the return on funding of every innovation. Open the traces of communication: talk brazenly—and sometimes—with all stakeholders, together with staff and prime administration. By no means permit negativity: make change easy and enjoyable. Give staff loads of encouragement and time to be taught (“Suggestions,” 2006). Judith Hahn was in a position to implement the fitting human useful resource capabilities utilizing info programs.

Toshiba America Medical Programs Inc.

The Scenario:

Lynda Morvik, director of advantages and human sources info programs at Tustin, California-based Toshiba America Medical Programs Inc. (TAMS), thought it will make sense so as to add a advantages communication element to it. By having all of the profit info on-line, the TAMS worker handbook would even be a dwelling doc, enabling Morvik to make modifications when crucial. Such was the case midway via the venture, when TAMS modified well being care plans from Aetna Inc. to United Well being Group Inc (Wojcik, 2004).

The Response:

TAMS, an unbiased group firm of Toshiba Company and a world main supplier of diagnostic medical imaging programs and complete medical options, comparable to CT, X-ray, ultrasound, nuclear medication, MRI, and data programs, had been utilizing a payroll service bureau and an in-house resolution for HR that did not embrace easy-to-use consolidated reporting or an worker portal. After evaluating UltiPro alongside a number of enterprise useful resource distributors, TAMS chosen Final Software program’s providing and went dwell in September 2002 after an on-time and on-budget implementation. Virtually instantly upon rolling out the UltiPro portal to staff, TAMS started seeing enhancements, with an estimated 70% improve in open enrollment effectivity (Wojcik, 2004).

The Final result:

In an effort to develop the utilization of the Internet past the advantages enrollment course of, TAMS has posted a library of paperwork and kinds on its HR portal, together with the advantages handbook, which garnered a 2004 Apex Award for publication excellence. That very same 12 months, Enterprise Insurance coverage journal additionally gave TAMS the Digital Profit Communication (EBC) award for excellent achievement in speaking worker advantages applications over the Internet. To proceed elevating its use of Final Software program’s HRMS/payroll resolution, TAMS modified the UltiPro portal to satisfy the imaging firm’s distinctive wants (Wojcik, 2004). It was utterly built-in with a number of proprietary functions created to handle compensation and efficiency administration points in order that TAMS staff have a central location for complete workforce and payroll info from a Internet browser that they’ll entry with a single sign-on (Wojcik, 2004).


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