ONLINE INDUCTION SYSTEM

 

From topic Introduction to Online Induction System, I have learn bout online induction system that needed by new staff.  According to Rainer (2007), online induction system is an online employee induction system which is easily manage and reporting of the induction process of new employees to expose new employee in their new environment organizations and promotion requirement.

As I learn, there are several advantages and disadvantages of online induction program system. The first advantage is cost effective way to manage the training. The organization can decrease their costs in delivering induction training and increases staff productivity by eliminating repetitive tasks and face to face inductions. They can create and deliver their induction training in an online format and dramatically speed up the delivery of their compliance training by deploying it over the internet.

Besides that, the system that been use in the online induction program not only more effective but more enjoyable as well. Through the system, the organization can have full control to create, edit and delete compliance training content and deliver their compliance training process however they want. An online induction program can prevent the new employees becoming uncomfortable in their new surroundings, even becoming alienated from the company culture. In high risk industries like construction, or in work sites where contractors regularly move from site to site, tracking the skills of each employee is easier and can prevent inappropriate allocation of responsibilities, especially when it comes to using complex equipment or working in dangerous situations.

However, these online induction programs also have their disadvantages which is sometimes the new employees don’t know how to use the system due to lack of technology exposure. Besides that, it will require a lot of cost to use this system. It will burden to the organization especially for small organization. Lastly, the problem is the organization will face the probability to lose the data.

ONLINE PAYROLL SYSTEM

From online payroll system that I have learn, I know that the main reason why many organizations use online payroll is to save money and make the job of running a business easier and more efficient. With an online system, larger corporations can keep track of their financial processes, while smaller companies can avoid hiring additional employees to take care of payroll and other financial tasks.

Despite the organization use system in payroll to make the job run smoothly, but it still have a problem which is payroll fraud. Payroll fraud is an occupational fraud where an employee attacks the payroll system of a business. They include schemes against the salaries and wages payment systems and the expense reimbursement systems. Payroll frauds can be categorized into three general areas which is ghost employee frauds, false wage claim frauds and false expense reimbursement frauds. A ghost employee is someone recorded on the payroll system, but that does not work for the business. Six controls may reduce the likelihood of ghost employee frauds. They will not guarantee the frauds will not be committed but will reduce the opportunity for them to start and increase the chance of detection.

False wage claim fraud is falsely adding extra hours or other relevant factors to wage information to increase remuneration. To avoid this fraud, the organization needs to record the normal hours, but not work them. This can be done by having someone else clock an employee out at the usual time, when the employee is not there. The method of recording the hours actually worked has to be controlled in a manner appropriate to the business. The same approach may be taken with recording any other standard used to pay employees. False expense reimbursement fraud is the making of improper claims for the reimbursement of business expenses allegedly paid by the employee.

In my opinion the organization should take are several steps to avoid payroll fraud. First the organization needs to conduct a full background check on anyone who will be responsible for payroll or who will have access to company bank accounts. Second, the organization must limit access to payroll data to only those who absolutely need to have access to that information to do their jobs. Third, they must always process payroll using a checks and balances process, where one person prepares the payroll and a different person reviews the payroll. This is known as segregation of duties and reduces the temptation for an employee in the payroll group to run fraudulent payroll. Lastly, small businesses should set up a review process every pay period to help eliminate fraud and errors in the payroll. For example, they can send data to the payroll processor earlier enough to allow enough time to review payroll reports before printing checks or making direct deposits. Based on all of these steps, the organization can avoid fraud from happen in their organization.

References:

http://www.worrells.net.au/factsheets/Payroll_Frauds.htm 

http://www.nfib.com/business-resources/business-resources-item?cmsid=57312

HRIS MODEL

I have learn three set of components in HRIS model which is input subsystems, HRIS database and output subsystems. 

INPUT SUBSYSTEMS

There are three input subsystems enter data into the database. There are data processing, human resource research, and human resource intelligence. Each of these subsystems can include all types of data entry processes such as those involving keyboard and mouse input, and optical scanning. In certain cases, the input subsystems also include software that transforms input data into the required format for storage.

Data Processing Subsystem

This subsystem consists of those systems residing both in the accounting department and HR, which process data relating to human resources. The data consists of personnel data describing human resources transactions that occur during the resource flow, and also payroll data. The data processing subsystem gathers the data both from internal and environmental sources.

Human Resources Research Subsystem

This subsystem has the responsibility for conducting special studies to provide data on the firm’s human resource-related activities. For example, such data identifies employees who are good candidates for positions coming available because of transfer or termination, and describes job content and the knowledge and skills that are required. In essence, the human resources research subsystem is the introspective view taken by HR of its own operations. As with the data processing subsystem, input data can come from both inside and outside the firm.

Human Resources Intelligence Subsystem

This subsystem has the responsibility for keeping current on environmental activities that are especially important to human resource activities. Data and information are gathered describing activities of the government, labor union, suppliers, the local and financial communities, and even competitors. Employment firms function as suppliers, funneling applicants to the firm. Applicants can also come from the local community and from competitors. The financial community provides data and information concerning the economic climate, which influences the human resource plans. Much of the intelligence data can be obtained from commercial data-bases.

HRIS DATABASE

All of the data and information provided by the input subsystems is held in computer storage. The storage units can reside in IS, HR or other locations. The data relates primarily to the firm’s employees, but also can describe the environmental elements with which HR interfaces. Database management system (DBMS) software performs the main tenancy processes.

OUTPUT SUBSYSTEMS

The output subsystems consist of various types of software that transform data in the database into information outputs. The software can include report writers, mathematical models, office automation package such as E-mail and desktop publishing, and applications of artificial intelligence such as expert systems.

The output subsystems represent the six groups which is workforce planning, recruiting, workforce management, benefit, compensation and environmental reporting. For example, all of the software that supports management as they engage in workforce planning is included in the workforce planning subsystem. 

References:

Raymond McLeod (1995). A Resource Flow Model of Human Resource Information System. Texas: Journal of Information Technology Management, Vol IV, Number 3

http://jitm.ubalt.edu/VI-3/article1.pdf

CONCLUSION

For the conclusion, after I learn this topic I know that by using technology in human resource activities, the organization operation will be run smoothly compared to use the manual one. It can save cost and time. In addition, by using the system, the employees can easy to access to the system in 24/7. 


In online induction program, there are no face to face induction, so the new employees cannot feel nervous and anxiety for their new environment. They also can easy to know more about the organization in detail and can keep it as references for the future use. In payroll system, the organization must take necessary actions to avoid a payroll fraud so that the organization can run smoothly.


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