The establishment of employee information system (EIS) can be utilised in several ways such as compensation planning, workforce analysis and affirmative action reporting (Bloom, 1982). Such system is a powerful database system which contains all relevant human resource information. EIS also provides facilities for accessing these informations; for instance, through double log in/log out system. Further, EIS has advanced features and functionalities adoptable to any business environment. Apparently, EIS is a powerful software tool which can be used as the company’s human resource information.
EIS falls under the category of human resource management (HRM) systems or modules. The functions of these systems are generally administrative and common to all organizations since all organizations have individual formalized selection, evaluation and payroll processes. As well, HR functions are extended on the tracking of existing employee data that traditionally involve personal histories, skills, capabilities, accomplishment and salary. For the pursuit of reducing the administrative workloads, electronic automation of these HR processes became a perennial concern.
EIS serves to support HR professionals and managers to automate their complex tasks and therefore allowing them to concentrate on more value-adding activities within the organization. Such system manages comprehensive employee information that includes: demographics, attendance records, salaries, benefits and promotions. Apart, EIS produces important report which supports other functions as staffing, training and development, and compensation administration. This condition helps the organization in making strategic decisions regarding HR processes (Morrison, 1969).
EIS would store and be able to retrieve data in various forms and combinations. Payroll data, descriptive information and job status are the most common information in EIS. The usability of EIS advents organizations based on providing administrative services such as the number of employees at no extra cost, the increase in the number of personnel and how the quality of personnel services could be improved (Monappa and Saiyadin, 1999, p. 156).
Some of the features of the EIS are as follows:
1) Employee Profile – Allow employees to individually view and update personal and professional information and acquire critical benefits and attendance information.
2) Automatic Calculation – Tracks the employee attendance and leave records, review dates, benefits eligibility and others.
3) Efficient Data Management – Makes employment and employee-related records management easy through providing powerful system capabilities and a high degree of reliability and stability.
4) Tracks Time – Helps in reduction and management of employee overtime expenses through employee day-time and attendance record tracking, and helps in calculating the time in/time out of employees, number of hours worked, overtime hours and tardiness.
5) Employee Scheduling – Assists in the management of schedules that purports the reduction of complexities of employee assignment matching and simplifies the overall management, and support the management of flexible cut-off periods and shifting schedules.
6) Employee Leave Tracking – Provides the facility to track leave applications and leaves already availed the employees.
7) Familiar Microsoft Windows Interface – works intuitively in order to allow the quick customization of systems and set up own employee benefits system.
8) Report Generation – Facilitates reporting schemas based on employee records, daily time record pf each employee and daily time record per cost center or project.
Further, the management of employee information through customized systems aids employee communication as it serves a critical factor in building rapport, ensuring consistency, encouraging change and receiving feedback. EIS aside from managing reporting processes, employee inquiry processes, maintaining employee data and human resource information systems, also sustain the development of employee metrics and time and attendance. Moreover, EIS serves to develop employee communication plan, solicit employee suggestions, manage employee grievances and publish employee communications. EIS as well have an impact on job progression for the individual employee (Rabin and Jackowski, 1987, p. 40).
References
Bloom, E. P. (1982). Creating an Employee Information System. Personnel Administrator, 27(11), 67-70.
Employee Information System – Easy Way to Manage Employees. Retrieved on 25 July 2008 from http://www.blastasia.com.
Manage Employee Information. Retrieved on 25 July 2008 from http://www.apqc.org.
Monappa, A. and Saiyadin, M. S. (1999). Personnel Management. Tata McGraw-Hill.
Morisson, E. J. (1969). Developing computer-based employee information systems. American Management Association.
Rabin, J. and Jackowski, E. M. (1987). Handbook of Information Resource Management. CRC Press.
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