Two Ways to View an HRIS: Data Versus Process
An HRIS can be viewed through two primary lenses: data and process. The data perspective focuses on the information collected, stored, and analyzed within the system. This includes employee records, payroll data, benefits information, and performance metrics. From a data standpoint, the HRIS is a repository of valuable insights that can inform strategic decision-making.
Conversely, the process perspective emphasizes the workflows and activities supported by the HRIS. This encompasses recruitment, onboarding, performance management, payroll processing, and other HR functions. By understanding the processes involved, organizations can optimize efficiency, reduce errors, and improve overall HR operations.
Both perspectives are essential for successful HRIS implementation. A data-centric approach ensures that accurate and relevant information is captured and utilized. A process-oriented view guarantees that the system aligns with business objectives and supports efficient workflows.
The change team will use this information to address identified needs from Phase II: Analysis by:
- Identifying data gaps: Analyzing existing data will reveal missing information necessary for effective HR decision-making.
- Optimizing processes: Understanding current workflows will help streamline processes and eliminate bottlenecks.
- Aligning HRIS with business goals: By considering both data and process perspectives, the team can ensure the HRIS supports the organization’s strategic objectives.
Logical Process Modeling with Data Flow Diagrams and Physical Design Choice
A logical data flow diagram (DFD) visually represents the flow of data through a system without specifying the technology used. This helps to identify key business activities and processes within the HR system. For example, a logical DFD might show how employee data flows from recruitment through onboarding, performance management, and payroll.
Based on the logical DFD, a physical design can be created. This involves determining the specific hardware, software, and personnel required to implement the HRIS. A centralized, cloud-based HRIS is a common choice due to its scalability, accessibility, and cost-effectiveness. However, the optimal physical design depends on the organization’s size, industry, and specific requirements.
Key factors to consider when choosing a physical design include:
- Security and data privacy
- Integration with existing systems
- Scalability and flexibility
- Cost-effectiveness
- User experience
Choosing an HRIS Vendor
Vendor Comparison
| Vendor |
Cost |
Capabilities |
HR Functions |
| Vendor A |
Moderate |
Cloud-based, mobile-friendly, strong analytics |
Core HR, talent management, payroll, benefits |
| Vendor B |
High |
On-premise, customizable, robust reporting |
Core HR, talent management, payroll, benefits, learning management |
| Vendor C |
Low |
Cloud-based, basic functionality |
Core HR, payroll |
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Recommended Vendor: Vendor A
Reasoning:
Vendor A offers a strong balance of cost, capabilities, and HR functions. The cloud-based solution provides accessibility and scalability, while the mobile-friendly interface enhances user experience. Strong analytics capabilities will enable the organization to derive valuable insights from HR data. Although Vendor B offers more robust features, the higher cost and potential challenges of an on-premise solution outweigh the additional benefits in this case. Vendor C, while affordable, lacks the necessary capabilities for the organization’s needs.
Conclusion
By carefully considering both data and process perspectives, the change team can effectively implement an HRIS that meets the organization’s requirements. A logical process modeling approach will help identify key business activities and inform the physical design. The selected HRIS vendor should align with the organization’s budget, desired functionalities, and long-term goals.
