The Human Resource Information System denotes an online generated information tracking and management solution for corporate and companies. It also called a database other places. It allows the management of such companies to enter any necessary information that is related to their employees. Such information helps in the day to day accounting and management of its employees and staff.
Different human resource information management systems software has different functions and capabilities. Taking into account the ever advancing technological changes, these HRIS software to need to be upgraded from time to time. Those HRIS are considered to be the best in the market offer a variety of management options. A typical good HRIS would provide the management with all the information related to a particular employee. It may also contain documents that are related to the company (Heathfield, 2014). Other information about their staff and employees can also be easily updated under this system. An effective Human Resource Information System serves to track staff among others, attendance, pay rise and grade, promotion history, disciplinary action taken against the staff and personal employee information.
Owing to the sensitivity of such an information system, great care ought to be taken in its compilation. Utmost great care should be taken to make sure that the correct and the most accurate information about every employee and staff was entered (Aquinas, 2010). Keying in a different detail about any member of staff would automatically alter the employee's credentials in the company or organization. Therefore, even in the event that a new HRIS was to be designed, great care needs to be taken. That would ensure that the correct information was entered in the new system. Great care would also ensure that critical information about employee history from the old system was not lost. Transfer of accurate and updated information would be very critical in the new system.
Nevertheless, comparable to the sages say, to err is human. There are chances that during the process of designing a new HRIS, there could be some omissions. Some information about a particular employee could be omitted. Information about one employee could be added to another employee unknowingly. Important details about some members of staff could also be left out altogether. Such flaws could happen. These flaws if not realized could have catastrophic effects on the employees in question (Aquinas, 2010). These errors and omissions could have far-reaching effects in an organization. They could mean that some employees could lose their fortune in the organization.
Reactionary events are bound to be experienced in the organization if these flaws and omissions were discovered. Though different people have a different reaction to different issues, the staff is bound to react to such a situation. The reactions could only get worse if the affected employees discovered that the change in the HRIS affected them negatively. Staff relations could be greatly strained in such a case. The staff would also begin to develop grudges believing that these errors and omissions were well known and were meant to achieve certain desired results (Heathfield, 2014). One could imagine that such errors and omissions were intentional. Others could also believe that the changes to the HRIS were meant to mud smear other employees' character. Other employees could also read witch hunt in the whole process as a whole. Interdepartmental communication and co-operation would be greatly strained as a consequence. That would in the long run lead to lower productivity within the organization (Aquinas, 2010).
Updating the necessary information would be the most prudent idea. The affected persons would have no better news than to hear that the anomalies detected in the database was rectified. Seeking audience with the management about the errors and omissions discovered would be a peaceful and reconciliatory way to go about this issue. However, should there be an opinion that the changes had been overtaken by events, industrial and legal redress would be an option for the affected staff. Making sure that their input to the organization has not been in vain would be on top of their priority list. As noted earlier, an error or omission about a staff member has far reaching consequences. Any possible fair and just avenue to address the discrepancy would follow so that justice is seen to have been fairly administered to the affected staff (Heathfield, 2014).
For as long as there would be an agreement that these corrections would result within the agreed time, the affected staff would be willing to wait. To some staff that had been in this organization longer, any slight change especially in regards to their pay would be detrimental to their future. Slight or major changes to their salary especially a reduction would mean that they were wasting their time in the organization. That would mean a reduction in their retirement benefits (Heathfield, 2014). For others, a reduction in salaries and any negative error made on their profile would mean a change in lifestyle as well. For instance, an employee who is in the management. If the changes in the database would bring to him/ her as an office assistant, for example. That would not only demoralize such a person but also downgrade such a person's status within the organization. Such persons would not stop at anything until the agreed changes are affected. As a result of that, such members of staff are highly unlikely to sign off the acceptance of this kind of project until the correct changes are made to the database (Aquinas, 2010). Basing their argument that signing off would mean that they accepted the changes to their profile. The organization's top management would, as a result, be hesitant to enter their correct details and information.
Aquinas, P. G. (2010). Human resource management. New Delhi: Vikas Publishing House Pvt. Ltd.
Heathfield, S.M. (2014). Human Resources Information System (HRIS) Retrieved on 22nd November 2014 from: http://humanresources.about.com/od/glossaryh/a/hris.htm