HR Functionality and Information Technology

The world is essentially a global village with the introduction of information technology. The new development has been a game-changer in all aspects of business bringing the horizons closer and enabling the department to operate effectively and efficiently.  Therefore, many business functions benefit from the quick and accurate execution of their mandate with the aid of the computer and internet connection. Human resource capacity is not an exception, the impact of technology has been significant and important to help this function recruit, train and manage employees to realize optimum productivity (Ahmad, 2014). Technology has undoubtedly become an indispensable part of every organization. The roles of the human resource have become detailed, and their skills expounded significantly in the recent years as a result of embracing the new technology. Moreover, there is the landmark improvement in efficiency in their activities and processes at reduced costs of rolling them.

The globalization of companies as a strategic move and technological advancement in the global market has turned business organizations to re-look the role the human resource functionality to that effect (Cornerstone, 2016). The HR professionals have the task to leverage information technology to develop skills and knowledge of its employees and enable them to meet the needs of the dynamic and competitive market. Information technology had undoubtedly added value and raised the reputation of the human resource professionals.

Information Technology has made a significant impact on the effectiveness, efficiency and widening the role of this function. A human resource information system is of great benefit to the employees, company stakeholders who can access information relevant to them from the company’s portal with ease. Time is now available for them to focus on other tasks including data analysis, strategic planning, employee training, and feedback. Ashbaugh & Miranda (2012)  conducted a survey of human resource executives and made findings that reveal that IT can reduce routine work and aid better information communication and autonomy, which leads to a significant change like HR professionals’ work (Kamal and Ashish, 2013).

Human Resource function is the most important and vital for the success of any organization. Therefore equipping and improving the functionality of this department will have a positive impact on the whole team. Electronic human resource management has been facilitated by the introduction of technology which automates the processes and general activities of this department (Cristina and Dana, 2010). This system has achieved fair, equitable and transparent processes including competition thus boosting the function and general employees’ productivity.

HR Information System

The use of IT in HR adds significant value and benefits which include and not limited to, reduction of costs of the department activities and operations, improvement of services and achievement of effectiveness. Furthermore, there are opportunities for the appropriate consulting practices and global issues that may help in client development and management by the human resource management (Iveta, 2011). Adequate support and maintenance of the HRM systems can facilitate the analysis of the data flows as well as outsourcing to improve the organizational processes.

Businesses thrive in communication which makes communication is a vital component of an organization processes. Adequate, accurate and fast communication flowing within a body enables all the players within and stakeholders outside the organization benefit to make informed decisions and are updated on every development taking place in the organization. Human resource department is mandated to ensure clear lines and proper channels of communication vertically and horizontally between departments (AHRI, 2017). This department with the help of information technology put up platforms like emails and virtual suggestion portals which will ensure the whole organization is on the same page as far as new developments and feedbacks anticipated.

Procurement of human labor is the most significant function of HR.This process flows from employee recruitment, selection, placement, training and ongoing performance feedbacks. Hiring has become simplified with the entry of IT. Technology provides a platform for employers to post their positions and qualifications then job seekers select their expertise and apply online (AHRI: Assist, 2012). These principles include e-recruitment web portals, Social Media Sites like Facebook, LinkedIn, Induction Packages, HR Planning &Forecasting. Technology has facilitated some tools like e-recruiting, e-selection system, e-performance and e-compensation system.  For example, on the e-recruitment platform, the candidates can undergo this process without face to face interaction and inquiry.Further, human resource information system has made it easier for applicants to collect information about the job by finding them on the relevant company portals. Similarly, information about employee competencies and appraisal data can be easily retrieved to be of help to them in making decisions about their promotions, their feedback which can be used for improving their qualities. Further, the modern techniques like the internet, email, SMS, etc. are quite useful in sending and updating information and executing tasks and can reduce the constraints of place and time (Achim, Dragolea & George, 2013).

The human resource is able you do surveys on various sticky issues and get immediate e-feedbacks from its employees. This exercise is simplified, made efficient and confidential through the use of information technology. Through this exercise, the welfare of the employees can be established and suggestions for improvement of the department services submitted via this channel. Furthermore, the human resource department can get to know how employees rate their managers and any concerns they need to be addressed to achieve a smooth and flawless running of operations (Kramar et al., 2014).

E-recruitment and E-selection

Although training of information technology is majorly carried on by the IT department, the human resource department is tasked to schedule these training and facilitate the necessary resources to make this happen (Mamoudou & Joshi, 2014). This system can be embedded and synced with the human resource system so that training is conducted via virtual classes, cloud systems, etc. Further, the human resource department can schedule online training sessions with the employees in areas of their interest and those relevant to their roles in the organization.

With the recent developments of globalization, it has become complicated for human resource departments to measure the performance of its extensive employees; worse still, for employees located at network stations (Katrina, 2013). Consequently, the department has had to leverage information technology capabilities to come up with performance metrics of users of the system and measure their performance. Also, the human resource manager will be able to observe and gauge the performance of different employees using unique performance metrics installed by IT department. Briefly, It and HR departments are completely dependable.

Organizations are laying more emphasis on improving employee skills and competencies in order to increase their efficiency by giving them necessary inputs for career growth, to upgrade their abilities and providing feedback on their performance. Technological advancements to aid the organizations in facilitating employee development include e-learning, Training Need Analysis, Career Development, Online Appraisal System (e-performance). This is an essential element in an organization and to the employees themselves (Burma, 2014). This is because of the increased ad stiff market competition that has necessitated human resource departments to have much interest in their employees developing skills and broader knowledge and be able to fill the existing and anticipated gaps.

Compensation is an important function of HR. It is the amount individual take home as their remuneration. Information technology has enabled track and keep updated and accurate records of its employee’s compensation package which includes bonuses and overtime payments (Miller, 2017). Technological systems for payment help the company determine the CTC (cost to company) meanwhile assist the employee in determining what he will get.

The human resource is tasked to manage volumes of data generated and store and store safely for ease of retrieval. This excess is made simpler with the introduction of technology since data can be stored both online and in an external storage disk (Achim et al., 2013).

The managers are now able to undertake their duties with efficiency and ease courtesy of information technology. Technology has made managers who oversee procurement to achieve a transparent, verifiable and auditable process by the use of electronic procurement. This system guarantees value for money to the organization when plans are executed effectively and therefore opportunities for relevant personnel to be rewarded and promoted (Miller, 2017). Besides, the automation of process has made it easy for processes and project to be achieved within timeline and with greater accuracy thus rewarding them a reputation for reliability and high performer.

Virtual Training and Knowledge Management

Information technology has proven a game-changer in decision-making process especially in large organizations dealing with large data difficult to handle. Further, technology has aligned the decision-making process achieving the desired outcome. Technology in this area helps summarize large amounts of data within a short while giving useful results and deductions. Tools in this field include Decision Support System (DSS),Artificial Intelligence (AI) System, Group Decision Support System (GDSS),Online Analytical Process (OLAP),  and Groupware (Kas, 2012).

Technology is undoubtedly a tool for achieving effective communication, data protection, and data sharing also. It has made gains in the work environment easy by providing systems that facilitate data sharing and security, and knowledge management. Intranet system and other team development program helps provide a shared information environment enabling sufficient flow of information – Upward, downward, horizontally, and outward, quick communication and better decision-making (Kamal and Ashish, 2013).

Human resource technological and information system has enabled information to be sufficient and readily available for all managers, employees and the external stakeholders through IT installed platforms like extranets and intranets (Iveta, 2011). Technology has also brought the element of transparency which promotes the atmosphere of trust and belongingness in the organization (Miller, 2017). This general availability of information throughout the organization and ease of access helps transparency and boosts employee’s morale.

Employees face the risk of being laid off due to the automation of most of the processes. It impacts on the morale and ultimately their performance at work. Moreover, employees’ fear of uncertainty distracts their focus on the job which increases cases of errors and inaccuracies (Adewoye, 2012). Worse still, it reduces the morale of the employee’s Resistance to the system and possible sabotage.

The business world is speedily becoming more competitive due to the dynamic and ever challenging business environment, technological change and growing calls for customer satisfaction (Iraz & Yildirim, 2009). With the introduction and implementation of new technology, managers are faced with an uphill task of re-training their team to align with the new development. This will consume both time and resources that could be spent in other productive undertakings. The manager will also have to put up with reduced productivity during the learning curve period.

Managers have to re-organize their team and review their processes to ensure a smooth rolling of the technological system. Hurdles during this transition are inevitable. An example includes the system not working as anticipated or colliding with the manual processes in place. This hitch certainly becomes counter-productive due to the downtime period.

Performance Metrics and Decision-making Support

Employees to a large extent will determine the successful implementation of the technology system. Failure to support the process will pose a serious setback to the efforts of the organization (Joanne, 2017). They can go to the extent of sabotaging the whole process by fixing pre-determined failures during the implementation process to prove its unfitness. All this is caused by the fear of uncertainty and losing their jobs as a result of automation of processes.

The organization runs the danger of having a compromised system due to hacking. The cyber-crime might have several targets including manipulation of the company’s information, stealing valuable information or simply to cause havoc on its operations. It departmental manager is precisely tasked to ensure the security of the IT system platform is beefed up and backed up in the case of any eventuality (Banerji, 2013).

Conclusion

Conclusively, the technological system implementation proves to be a game changer to the entire organization. Firstly, the human resource professional are assigned more roles which they can execute efficiently. Globalization policies have considerably increased the use of IT in human resource to manage the broad and multi-cultured human resource. Human Resource professionals have adequate time to focus on other important issues like policy framework and strategic planning courtesy of information technology.Finally, the implementation of technology has certainly its share of setbacks ranging from internal to external factors and includes the employee resistance, compatibility problems to external hurdles like attacks and database compromise. However, these challenges can be handled.

HR professionals should embrace and support the roll-out of technologies that support organization and create a proper climate for development, innovative and knowledge-based organizations.  It is also significant to develop a multi-year integrated business system that as a way of reflecting priorities in a particular year. Organizations could manage an increasing number of HRM processes efficiently with the improved information technology, thereby contributing to the availability of information and knowledge.

Information technology has given human resource more strategic role in the organization and includes recruitment, training and motivating talented employees. They are therefore able to execute their mandate of recruiting retaining, and motivating employees, meeting the demands for a more strategic HR function, and managing the “human element” of technological change in the future has been enabled by advancements in IT to meet the challenges of HRM. Additionally, there is need to enhance the knowledge management as well as having an automated process that keeps records of frequent performance evaluation by the human resource managers. Lastly, it is crucial for the HRM to establish communication and collaboration technologies such as interact blog and social networks that can enhance international communication.

Data Management and Protection

References

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