Staff Matters Newsletter Winter 1995
Human Resources Information Systems For the "Technologically Challenged"
By Steve O'Connor

Actually, RAM is random access memory which temporarily stores the data a PC needs to function. "All right, let's try another one megahertz. What's that?" "How much it hurts when you bang your knee on the corner of the computer desk?" I responded. At this point, he's becoming red in the face, but he's still trying. "Megahertz," he said tersely, "is the speed at which the computer's microprocessor cycles or vibrates per second. This is a common measure of chip speed," he replied in a rather superior tone. Well, "lah-dee-dah," I thought to myself.

"Okay, how about a gigabyte? What's a Gigabyte?" A small snicker escaped from my lips. "Hey, I'm trying to help you here. Are you going to take this seriously? "I'm sorry, but you can't tell me that 'gigabyte' isn't a funny word. Let's see, gigabyte . . .is it the sound your computer makes when you spill a Diet Coke on the keyboard?" "Okay, that's it. I'm through." "I'm sorry; I'm sorry. I'll be good." "Actually," he said after a long pause, "a gigabyte is a measure of memory. One gigabyte equals 1,000 megabytes or 1,073,741,824 bytes of memory." Wow, that's impressive. "One more please," I begged. "All right. What's the motherboard?". Now any self-respecting technoweenie knows that the motherboard is the main part inside the PC. It includes a microprocessor, other chips, and slots to add other parts. I was determined to get this one, so I thought long and hard before I answered confidently, "It is the part of the software program that flashes messages on the screen periodically, like . . 'Sit-up straight; don't slouch', and 'Are you going to wear that the rest of the day?' 'Be careful with that mouse; you're going to put your eye out." As I finished, he uttered an expletive, threw his clipboard up in the air, and left the room. This man obviously doesn't have the patience to be a teacher.

Luckily for us technologically-challenged folks there are experts who understand that a human resource information system (HRIS) is a systematic procedure for gathering, storing, maintaining, retrieving, and revising HR data. An automated HRIS benefits an organization by:

• Reducing paperwork and manual record keeping
• Allowing information to be retrieved quickly
• Allowing analysis of HR issues to be done quickly
• Turning data into meaningful information

HRIS is a planning tool used for labor supply/demand forecasts and for simplifying the hiring process. It offers an automated method for defining positions, establishing wage and salary tables, and relating information to employees. Performance appraisal information can be retrieved in interactive queries to allow you to select top performers as the organization changes and grows. Additional applications are career pathing, compensation and benefits, and ensuring that confidential information is protected from unauthorized access. A well designed HRIS tracks grievances and disciplinary actions, detailed union information, time, attendance, safety, and turnover data. It also helps produce regulatory compliance reports for the EEOC and OSHA. It can do all this, and you don't need to know what a gigabyte is.

There are essentially six steps in setting up a HRIS in your organization:

1. identify all users and build a team
2. analyze needs
3. prepare a RFP
4. select a system
5. implement the system
6. review, evaluate, and update the system

The costs of the system must be weighed against the savings in terms of reduced mailing, printing and administration. The value of HRIS is making it easier to retrieve and utilize information. This value is lost, however, if the system is difficult to use. If you have to become a technoweenie to use the HRIS, it isn't worth it. Believe me, they have no sense of humor at all.