Database Concepts and Applications in HRIS

Human Resource Professionals have access to various technology solutions to manage their workforce efficiently. One such solution is HRIS (Human Resource Information System), which is a software application designed to support HR functions by storing and managing employee data.

Database Concepts A database is a collection of organized data that can be accessed, managed, and updated easily. It is a critical component of HRIS, as it stores all employee data and provides a centralized location for HR professionals to access the information they need.

Database Important for HRIS:

• Data:

Data is the information stored in the database. In HRIS, this includes employee information such as name, address, job title, salary, benefits, and performance metrics.

• Database Management System (DBMS):

DBMS is a software application that allows users to create, manage, and access databases. HRIS vendors typically provide their own DBMS or integrate with existing solutions.

• Data Model:

Data model is a blueprint for how data will be organized within a database. HRIS vendors typically provide pre-defined data models that can be customized to fit an organization’s needs.

• Fields:

Fields are individual pieces of data within a database. In HRIS, this includes employee data such as name, address, and job title.

• Records:

Records are collections of related fields. In HRIS, this includes individual employee records that contain all relevant data for that employee.

• Tables:

Tables are collections of related records. In HRIS, this includes tables for employee data, performance metrics, and benefits.

Applications in HRIS

• Data Storage and Retrieval:

HRIS allows HR professionals to store and retrieve employee data quickly and easily. This data can include personal information, job descriptions, performance metrics, and benefits information.

• Employee Self-Service:

Many HRIS solutions offer employee self-service portals, where employees can access their own information, update their personal details, and view their performance metrics.

• Reporting:

HRIS solutions offer reporting capabilities, allowing HR professionals to generate reports on various HR metrics such as employee turnover, training effectiveness, and compliance.

• Recruitment:

HRIS solutions can help streamline the recruitment process by allowing HR professionals to post job openings, receive applications, and track candidate progress through the hiring process.

• Performance Management:

HRIS solutions can help manage the performance management process by allowing HR professionals to set performance goals, track progress, and provide feedback to employees.

• Compensation Management:

HRIS solutions can help manage compensation by providing a centralized location for salary and benefits data, allowing HR professionals to track employee compensation and make informed decisions about promotions and raises.

• Compliance:

HRIS solutions can help ensure compliance with HR regulations by storing and tracking data related to employment laws such as the Fair Labor Standards Act (FLSA) and the Family and Medical Leave Act (FMLA).

Users of HRIS database

HRIS (Human Resource Information System) database is designed to capture, store, and manage employee information and HR data in an organization. The HRIS database has multiple users, including HR professionals, managers, employees, and executives. Each user has different access levels and permissions to the HRIS database based on their roles and responsibilities.

• HR Professionals:

HR professionals are the primary users of the HRIS database. They use the system to manage employee data, such as personal information, employment history, compensation, benefits, and performance records. They also use the system to automate HR processes, such as recruitment, onboarding, training, and development. HR professionals use the HRIS database to generate reports and analytics to track HR metrics and analyze trends in employee data.

• Managers:

Managers use the HRIS database to access information about their team members, such as performance reviews, training records, and compensation data. They use the system to evaluate the performance of their team members and to identify training and development needs. Managers also use the system to submit requests for HR services, such as hiring new employees or changing employee roles.

• Employees:

Employees use the HRIS database to access their personal information, such as contact information, employment history, and benefits. They use the system to request time off, update their personal information, and access training and development resources. Employees can also use the HRIS database to communicate with HR professionals and managers, such as submitting feedback or reporting a problem.

• Executives:

Executives use the HRIS database to access high-level HR data and analytics to make strategic decisions about the organization. They use the system to analyze workforce trends, such as employee turnover, diversity, and performance. Executives can also use the HRIS database to track HR metrics, such as recruiting costs and employee productivity.