Human Resources and Technology
The paper examines the employment satisfaction and engagement to improve the timely interventions including the training of managers and supervisors on the effective communication ways with the employees to promote employee engagement in the organizations. It also addresses the various problems, which determines whether the application of the Human Information Systems (HRIS) is right for the company. It will identify the Human Resource Information System details and companies that rely on their capabilities of data entry through the utilization and targeting alternatives, which have different impacts on the organization.
An effective HRIS has information needed by the companies to track and assess employees, former personnel and the different workplace applications (Schaufeli & Bakker, 2004). The HRIS system could be customized to address the requirements of a well-designed and committed organization to create data and information useful for employee management, educational development, career progress, and retention as well as the evaluation of the treatment employees appropriately.
If an employee is seeking to leave the organization, the organization should consider the feeling of the employee seriously (Truss et al., 2006, p 19). Since, it indicates the ability of the company to motivate its employees or the nature of employee engagement. Engaged employees will always feel committed to work for the organization (Schaufeli & Bakker 2004; Truss et al., 2006). While engaging the employees effectively, it would help to lower the costs of recruitment as well as the overall rate of organization’s turnover (Ferguson, 2007; Truss et al., 2006). Evidence emphasizes that engagement is important in ensuring that the employee commits to work for long-term success of the company through addressing the various issues affecting the organization.
Attendance and Leaves of Absence
Employee attendance defines the actions of being present at work. Time and the various attendance systems are useful in tracking the jobs, which are conducted in the organization. Without appropriate policies which are appropriately and strictly followed, there are arises various issues including absenteeism and management. The purpose of attendance is to improve productivity within the organization. In most instances, the company will focus at decreasing and eliminating poor attendance in the workplace. Companies rely on the point systems to determine nature of absences and tracking roles. Attendance policies are present to control the nonexempt employees to manage houses for effective record keeping through the Fair Labor Standards Act (FSLA). FSLA controls the minimum wage and the overall overtime. Any employees who abuses their attendance policy to influences the employees’ pay and would face the difficulty to track and management without a program in place to obtain accurate and timely data.
CCH incorporated argues that company, which develops electronic and print products for the purposes of tax, legal, insurance and health care, could costs close to $600 per employee per year (Smith, n.d). Also, it identified that absenteeism adversely affects the morale and reduces the productivity of the various workers.
The Family and Medical Leave Act (FMLA) expanded in 2008, to be more beneficial to employees. Most employees and perhaps employers are not aware of the basic requirements of the law. It is essential that HR and managers within the organization understand the law so they can give their employees the benefit it provides. Understanding the law will also assist employers in covering for employees who are out on medical leave through contract labor until the employee returns.
Moreover, FMLA requires employers to grant leave to employees for family and medical circumstances, including leave for regular Armed Forces, National Guard and the Reserves. The employer must also grant leave to care for a spouse, son, daughter, parent or next of kin, a service member with a serious illness incurred in the line of duty. In 2013, eligible employees may take leave to care for a military member’s parents, who cannot take care of themselves, may need alternative care, be admitted or transferred to a care facility, or even attend meetings with staff at the care facility.
FMLA provides up to 26 weeks of leave in a single 12-month period to care for next of kin of a close blood relative of an injured or recovering service member. When a husband and wife both work for the same company and each wishes to take leave for the birth of the child, adoption or placement of a child, or care for a parent, the husband and wife can take a combined total of 12 weeks. FMLA may also be taken intermittently or on a reduced leave schedule with the following exception: When leave is taken after the birth or placement of a child for adoption or foster care, an employee may take leave intermittently or on a reduced leave schedule only if the employer agrees.
An eligible employee identifies any person of a covered employer who is expected to meet the different criteria such as the length of employment of at least one year, hours worked to be not less than 1,250 hours within the employment period, and the workplace should have not less than 50 employees.
In terms of FMLA criteria, the six requirements includes, the birth of a new child, cases of adoption or placement with the employees children for foster care, serous health conditions facing the employees’ children, serious health issues to the employees, a qualifying emergency within the family, and care of spouse or families’ children with serious health conditions. However, it is important to note that employees may use up to 12 weeks of FMLA leave in a 12-month period. For circumstance 6 above, the employee may use up to 26 weeks in a single 12-month period.
The examination of employees FMLA is difficult due to the inability of the current manual systems to records to maintain quality data. If an electronic system is used such as HRIS, it enables the understanding of compliance requirements to reduce the mistakes or revealing the burden associated with human resource management. The use of electronic record keeping is important in understanding that HR should make relevant compliance decisions for various compliance issues including FMLA requirements.
Emptrack website identifies that the HRIS has different roles and programs useful in providing information about the employees within an organization. Some of the components of the HRIS include training, rewards, personal records, and performance among others. The HR and training managers should understand these programs to promote their ability in making significant decisions as well gain information, which maximizes legal compliance.
The concept of performance management is important in understanding the overall value of the employees in the company. The goals of the individual employees have a significant impact on the overall success of the organization. Thus, the employees should be well trained and evaluated to ensure that they achieve their personal goals, which could eventually translate to the overall success of the company. Most importantly, performance management also helps the managers to interact with the employees and examine the different performance metrics to understand the performance progress. When an individual employee is not well motivated for their performance, their productivity level would decrease. As a result, it is necessary for the HR manager to develop appropriate performance management processes to assess their individual employee performances.
The conduction of the performance appraisals helps to develop value and provide a comprehensive background for future development. The performance evaluations give the supervisors adequate time to examine the feedback provided by the customers with dignity and improve the confidence of the employees. This is important towards developing discussion towards the achievement and performance of the goals of the employees. According to HRIS news, an effective performance management process is important to the HRIS system. It helps the employees to understand the various personal and business objectives, which promotes the overall organizational growth. The HRIS program allows the organization and individual employee to plan their performance and promote their ability to use employment data appropriately. For instance, it could be used to examine the nonproductive time resources, which exposes the organization to reduced performance.
The relationship between the employee and the employer is important as it helps to improve the motivation of the employees to work well in the organization. The employer should engage in the employee in the various issues relating to their welfare in the organization including the pay rise issues and the length of service in the organization (Heathfield, n.d). Such internal and external issues are important in determining and influencing the overall employee satisfaction. According to SHRM, only around 40 per cent of the employees are well satisfied with their jobs. SHRM recorded that the employees supported the various factors in their jobs including compensation, communication with personnel, and the relationships with their seniors.
The employers should lay much focus on the level of employee satisfaction as well as their career goals and growth. Career growth within an organization is a major priority for educated employees and middle managers ranging between 47 years and less and it is not important to the experienced employees. Since, the employees are always seeking for advancement opportunities and could leave their employer within the year of employment. The HR managers should develop appropriate strategies to promote their employees through effective succession management (Mayhew, 2015). The HR could also identify innovative ways for the company to reward and motivate their employees towards ensuring that they retain the top performers.
The organization could also offer specific job training to the employees to expand their skills and abilities to perform their roles effectively. The training of the employees seeks to improve their morale and overall productivity in the organization. For instance, the employee should develop cross training programs, which improves the skills of the employees as well as expanding their competences. Such opportunities guide the employees in understanding their career focus and path to remain with their employer. Other programs include paid training courses, which are important to the employees. This ensures that the employees continually obtain the necessary education to remain within the organization. SHRM records that tuition reimbursement program is critical to the female employees as they requires education to improve their positive perception of the organization.
It is clear that employees who stays longer in a company is due to their ability to relate well with their supervisors and thus, promoting their success in the workplace. Supervisors should develop effective relationships with their employees to teach them the better ways to perform in the company. Since, the supervisors will be able to understand the strengths and weaknesses so that the employees to promote their performance. The recognition of the employee performance is done by the supervisor, as he or she has direct contact with the employees.
In 2012, SHRM stated that six out of 10 employees indicated that compensation was a very important to their job satisfaction. Compensation was rated the most important factor by employees in the three to five-year range Employees with16 or more years of tenure and in organizations with over 500 to 2,499 employees, job satisfaction is directly attributed to employees being paid competitively with the local market. Job security and compensation are among the most important factors in keeping employees happy in the workplace.
However, first year turnover of employees according to SHRM lowers productivity and assumes additional replacement costs for recruiting and training. Because first year turnover is expensive and disruptive to the organization, understanding why employees leave the organization should be analyzed to find out why. Employees may leave because of poor training or involuntarily because of poor performance. Realistic job employee selection may help HR professionals give new employees real expectations of the job before they accept the offer. New employee orientation programs also facilitate newcomers into the organization reducing first year turnover. The second phase of turnover is in the second and third year of employment when employee’s relationships with the organization. According to a recent Monster survey, employee loyalty is decreasing. Of 82% surveyed, 59 % say they are looking for a job “all the time.”
As stated by Monster, organizations should get a pulse on their employee’s engagement. Employers are encouraged to get a pulse on what is going on within the organization and know what employees are thinking before they leave. This can be accomplished through employee surveys in an effort to know what is on the mind of employees. Employers can take this information and make the changes needed. “Get out of the office and step out and start spending some time with your people, who by the way, are interacting with your customers” (Monster, n.d). According to Monster, Information Systems help organizations with strategies to create personalized ways of engaging employees. An HRIS system will help HR tailor recruitment and lead to successful job search strategies, interview tips and resumes storage and more.
The challenge in reviewing the documentation in HRIS Report 5 is separating the actual data from the time the employee was employed and the employee’s dates of separation for personal leave. In certain cases, data appears to be inaccurate. For instance, in July of 2008, the employee was absent twice on the same date making the data confusing and hard to establish correctly. Date accuracy is a challenge and the dates are dependent on understanding the employee’s personal events and who manually entered the data incorrectly. Performance evaluations in HRIS Report 5 are entered and maintained in the employees record and the scenarios of performance dates are sporadic, untimely and show lateral promotions time after time with insensitivity to the evaluation that might have been a high performance standard for the employee. If the metrics used to evaluate employees is one through three with three being high, the employee excels over different levels of different periods and only receives a lateral promotion.
Implementation of an HRIS system cannot correct or past erroneous data from the old system. Guidelines for HR data entry would require implementation of effective dates that will allow the system to carry out correct reporting data effectively after implementation. The importance of data and data entry is important and a HRIS system will decrease errors that often happen with manual entries. Employee lifecycle control with a HRIS system is developed with employees and help manage the HR process of controlling the data and information. Reporting systems critically influence hiring decisions, give concrete data on employee performance, evaluations, career development, promotions, and succession management information efficiently.
HRIS is a major source of relevant information relating to the employees in the work. It offers guidelines on how to promote the performance of the employees within an organization. Optimum Solutions examines that hackers might use software to breach the systems and could lead to serious financial problems. In many states, the minimum wage has been increasing and the company needs relevant systems to understand and account for these changes as required by FSLA. The U.S senate prohibited all forms of employee bias in the workplace including the discrimination of gay employees in the organization. It also indicated that the veterans and people with disabilities should be helped to tackle the employment challenges facing them.
In October 2013, there was a government shutdown as the managers unable to perform their daily roles and duties. From September 2013, the IRS has begun offering guidance for tax overpayment in same-sex marriages. The IRS has released a new I-9 form to provide a Taxpayer Identification Number (TIN) to report one of the following items including income paid to you, real estate transactions, and mortgage interest. The examination of the trends in most organizations reveals that all the companies should install a HRIS system. Strategic HR Inc (2010) indicates that close to 60 per cent of the software vendors have same functionality. Today, there are a large number of software vendors who brands themselves as HRIS vendors (Strategic Inc, 2010). Thus, it is important to examine all the software programs offers to select the program, which meets the expectations of a functional and effective HRIS program.
The selection of HRIS program is important, as the wrong selection of the program would bring future problems to the organization. The employer should examine for any potential errors, which would emerge from the manual systems used within the company. The new HRIS system should be responsible for bring about new programs and dealing with the existing problems. It is also important to understand the needs of the employees and the new systems. Research on the costs of the HRIS system is critical as it helps in understanding the system better. The short list will be the cost of implementation of the system but if the system is going to benefit the organization, the cost of education and training will be a very important part of the project.
The first step in the selection of a software system is planning to determine the needs and understand the overall capabilities. Steps to plan for HRIS Software is improve your overall knowledge of HRIS Software, determine all your needs, create a spreadsheet to share with executives and staff, determine how much it is really going to cost, pick several vendors to evaluate from, demo products and the determination of the scope of implementation from start to finish. Then to take time to gain insight, according to Salemi (2010), Jessica Pryce-Jones, CEO of I Opener, and her team, “The happiest employees are 180% more energized than their less content colleagues, 155% happier with their jobs, 150% happier in life, 108% more engaged and 50% more motivated, most staggeringly, they are 50% more productive too.” The research also showed that the happiest employees take 66% less sick time than their less content counterparts” (Salemi, 2010).
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