Introduction

This document is a literature review discussing Human Resource Information Systems and Workflow Management Systems. These two topics will be discussed at length by closely examining the advantages of both systems, their histories and some other prime feature. Appropriate literature will be evaluated providing a cohesive review of the two topics. Key aspects in understanding the problems that have arisen in Delta Consultancy will be outlined in regards to these two topics.

Introduction: Human Resource Information Systems (HRIS)

Human Resource Information Systems (HRIS) are integrated systems used to aid in Human Resource (HR) processes such as gathering, storing and analysing information1. HR is the division in a workforce that manages a firm s human capital (employees)2. HRISs are essential in medium-large enterprises like Delta Consultancy as they increase efficiency and effectiveness and help enable technological HR processes that were previously limited but are now available due to ever growing advancements in technology. The history, future trends, advantages and ethics of HRISs will be discussed with close reference to relevant literature. Through this review of HRIS Delta Consultancy will be able to identify the significance of implementing a HRIS in their firm.

History
The management of human resources can be dated back to World War II where commonly known HR professionals were called personnel staff3. At that time personnel staff performed basic employee record keeping and the information

stored was limited to an employee s name, address and occasionally a short employment history, which was often written on 3x5 inch note cards4. There was very limited interaction between HR and core business missions during this time. From 1945-1960 the formal processes for employee selection and development were established5. Furthermore, the importance of employee morale on an organization s functioning effectiveness became apparent6. Though these two developments were essential to the growth of HR they did not directly result in any significant changes for HRIS. Moving into a new era from 1960-1980 deemed a successful period in HRIS advancements. The technology boom meant that HRISs could become computerized which inevitably led them to grow extensively in size and scope. Additionally, HR became integrated into core business missions7. Despite technological innovations HRIS still remained a simple record keeping system. Over the past few decades HRISs have been emerging into the market at a rapid rate. They have evolved from a simple record keeping system to a system used as a intricate tool for managing human capital while also providing analytical tools to help support decision-making about the management of those assets8. Personal computers in the present day as opposed to large computer mainframes have made HRIS easily available and affordable.

Future Trends
Similarly to technology, HRISs will continue to grow and evolve, with new innovations emerging into the market. The use of portal technology will provide new insights for HRISs and allow them to be web accessible9. Portal technology enables software applications to be delivered to employee desktops which will in

turn improve productivity and effectiveness as each employee will be able to access software applications specifically for their job10. Application Service Providers (ASPs) offer businesses application functionality without actually hosting the application or even taking its title. ASPs offer such support on a flat-fee or peraccess [of the software] basis11. Self-Service HR is the concept of individuals managing their own personal HR profiles that includes various features such as web-based training, superannuation and retirement plans12. This will become emergent and can be achieved due to portal technology and ASPs.

Advantages
HR provides management solutions that increase the effectiveness of human capital. By implementing a HRIS a firm will not only increase it s effectiveness but also it s efficiency and will allow for new processes to be introduced that were previously not available due to the lack of technical support. Efficiency in HR processes is increased as similar to other business processes by the growth in technology as it allows for more transactions to occur with fewer fixed resources13 ie. A HRIS will be able to assign shifts to employees automatically as opposed to one HR staff manually assigning shifts to each individual. HRISs also allow for small-medium enterprises to match the efficiencies in record processing previously only attributed to large enterprises. Furthermore, due to the accuracy of the information

produced/calculated and the use of technology to simplify processes, the increase of effectiveness can be achieved. IT-enabled processes are ones that are only possible by using IT. Large and geographically disperse firms have upgraded computer based

training to web based training. Other HR features are made available online such as online recruitment centres, virtual interviews, background checks and personnel tests. By moving these processes online a firm s potential employee base is vastly widened and diversified14. A primary component of a HRIS model is strategic integration. This is essential for high-level decision makers as strategic integration provides them with the information required to assign resources for the firm s operations15. In addition to this, HR analysis is another prime factor in a HRIS model. A HR analysis is used to effectively measure and send feedback on whether or not the HR processes are meeting the firm s goals16. HRISs are also advantageous to any firm as another key component in a HRIS is forecasting and planning which enables a user to strategically collect information on the firm s future personnel and skill requirements17.

Ethics
Ethical dilemmas inevitably arise within the workforce. It is not a surprise that most ethical issues in HRIS are involving data integrity and confidentiality. Most companies using HRISs also run at least one other information system and some HR processes such as payroll, may be subcontracted to an outside organization, hence two parties being in possession of the employee s private information and widening the risk of information being leaked18. In addition to this, HR managers may have the best intentions of keeping a confidential database, though when linked to a network outside malicious attackers may be able to access the otherwise protected data19. These two situations can compromise data s integrity and also its confidentiality. Similarly to data confidentiality is privacy. This raises an ethical

issue when various pieces of information are formulated into one database. Each document may contain information that on it s own can not be interpreted as anything more than just facts. However, when additional documents are added more personal and private information may become apparent20. [SEE APPENDIX FOR EXAMPLE]

Introduction: Workflow Management Systems

Most companies about two decades ago were function oriented and customers were often seen as an obstacle. At the time many of these companies had a very inflexible and rigid structure in place and could only react slowly to new requirements from the market/customers. In order to stay competitive in the market place, as it is becoming more and more international with domestic markets increasing rapidly, a new system must be put in place in the business world 21. In this documentation we will be looking at Workflow management systems in a business/company/organisation. What does a workflow management system do and how it affects the organisation, as well as what advantages and benefits one gets from this system, and how this offers benefits to Delta Consultancy. A Workflow Management System manages and defines a series of tasks within an organisation to produce a final outcome/s with a use of a computer system 22. Workflow Management Systems allow you to define/automate different types of jobs, tasks and processes in whole or part as it is passing from one participant to another for action, according to a set of procedural rules
2324 .

This improves

business processes in speed, efficiency and manageability of an organisation.

Advantages
Workflow Management Systems offer many benefits and advantages to organisations. Outlined below are a few advantages that an organisation will achieve after implementing the system: - Tracking task performances This helps a manager track down tasks and collect important feedback on how a task is performing. This may be due to lack of resources, poor staff education, technical issues, and etc. This allows the manager to analyse the performance and use it to implement changes to the workflow process 25. - Reporting employee's activity Workflow management systems provide give users the ability to monitor individual tasks, resource productivity and work volume at the department level 26. - Improvement of production or service process If an issue with a task is detected, the manager is able to clarify its problem and solve it by simplifying the responsibilities of each employee and clarifying his role within the process. It can be easier to determine where improvements can be made in order to increase the efficiency and improve quality to the product or services 27. - Standardising tasks and works Workflow management allows users to standardise work methods and approaches and assign tasks efficiently to employees 28. - Improve customer service Workflow management gives the ability to search for and identify a work request allowing managers to quickly respond to customer enquiries 29.

- Reduce costs Due to the improvement of management of workflow the time in managing workflow is reduced which directly correlates with cost, hence reducing the cost for managing. Because workflow in an organisation is like a chain link (if the link is to be broken it is simple to go back and determine where this has occurred in the process) immediate action can take place if an error occurs30.

Workflow Management Standards

Depending on the different functionality of the organisation and the different application domains, many different workflow management systems have been developed focusing on these aspects. Workflow management lacks a standardised theory that provides a theoretical background for workflows. Despite efforts of standardisation bodies there is no consensus on the representation or conceptual mode of workflow management processes31. Only during the last few years the workflow community has been working on workflow standardisation32.

Formal Model
The classical Petri net was a tool for modelling and analysing concurrent processes developed by Carl Adam Petri in 196233. This became a standard to model the structure of the workflow management system. However with the classical Petri net it does not allow the modelling of time and data. In order to do that three extensions were introduced, the extension with colour to model data, the extension with time, and the extension with hierarchy to structure large models 34. Workflow management systems vary greatly in their functions and what certain businesses may need them for. Workflow management systems allow businesses

from small to large to define and track processes in order to increase efficiency, and reduce time and cost. Workflow management is able to help businesses in many ways, from organise transactions. Others may need them for managing data put on the web, organise and classifies all documents and content of an organisation, and even just tracking tasks and enquiries from customers 35.

Conclusion
HRISs are essential for leading and competitive businesses. HRISs, like most technology, are designed to aid users in everyday processes. By implementing such a system these cumbersome everyday processes can become automated and completed with increased efficiency and effectiveness. In addition to this, a business can implement a Workflow Management System that will improve business processes in speed, efficiency and manageability of an organisation. These two systems will not only increase effectiveness and efficiency but essentially productivity as well. Leading and competitive businesses cannot afford to ignore these increases as technology is on a rise and is only going to grow further!

References
1. Hendrickson, Anthony. (2003). Human Resource Information Systems: Backbone Technology of Contemporary Human Resources. Journal of Labor Research. Retrieved on 22 May 2011. http://dd8gh5yx7k.search.serialssolutions.com/?ctx_ver=Z39.882004&ctx_enc=info%3Aofi%2Fenc%3AUTF8&rfr_id=info:sid/summon.serialssolutions.com&rft_val_fmt=info:ofi/fmt:kev:mtx:j ournal&rft.genre=article&rft.atitle=Human+resource+information+systems%3A+Ba ckbone+technology+of+contemporary+human+resources&rft.jtitle=Journal+of+Lab or+Research&rft.au=Hendrickson%2C+Anthony+R&rft.date=2003-0901&rft.pub=Springer-Verlag&rft.issn=01953613&rft.volume=24&rft.issue=3&rft.spage=381&rft.epage=394&rft_id=info:doi/10 .1007%2Fs12122-003-10025&rft.externalDBID=n%2Fa&rft.externalDocID=12122_2003_Article_1002_pdf 2-14. Ibid 15. Lunce, Steve, Mayfield, Milton, Mayfield, Jackie. (2003). Human Resource Information Systems: A Review and Model Development. Advances in Competitiveness Research. Retrieved on 21 May 2011. http://web.ebscohost.com.ezproxy2.library.usyd.edu.au/ehost/detail?sid=d6af3c54 -9246-4c69-b8b25e9a5b864f90%40sessionmgr12&vid=1&hid=25&bdata=JnNpdGU9ZWhvc3QtbGl2 ZQ%3d%3d#db=buh&AN=13381266 16-17. Ibid 18. Taylor, Stephen, Spencer, Barbara. (1990). Ethical Implications of Human Resource Information Systems. Employee Responsibilities and Rights Journal. Retrieved 21 May 2011. http://dd8gh5yx7k.search.serialssolutions.com/?ctx_ver=Z39.882004&ctx_enc=info%3Aofi%2Fenc%3AUTF8&rfr_id=info:sid/summon.serialssolutions.com&rft_val_fmt=info:ofi/fmt:kev:mtx:j ournal&rft.genre=article&rft.atitle=Ethical+implications+of+Human+Resource+Info rmation+Systems&rft.jtitle=Employee+Responsibilities+and+Rights+Journal&rft.au =Taylor%2C+G.+Stephen&rft.au=Spencer%2C+Barbara+A&rft.date=1990-0301&rft.issn=08927545&rft.volume=3&rft.issue=1&rft.spage=19&rft.epage=30&rft_id=info:doi/10.10 07%2FBF01384761&rft.externalDBID=n%2Fa&rft.externalDocID=10_1007_BF013 84761 19-20. Ibid

21. Kampf, Rainer, Grobmann, Bianca. (2008) Retrieved on 23 May 2011. http://www.ebz-beratungszentrum.de/organisation/themen/workflowtext.html 22. What is a Workflow Management System. (2010) Retrieved on 20 May 2011. http://www.webandflo.com/whatisaworkflowmanagementsystem.html 23. Ibid 24. What is Workflow?. (2010). Retrieved on 20 May 2011. http://www.e-workflow.org/ 25. Advantages of workflow management for business. (2011) Retrieved on 23 May 2011. http://www.taskmanagementguide.com/solutions/articles/advantages-workflowmanagement-business.php 26-30. Ibid 31. Haller, Armin, Oren, Eyal, Petkov, Simeon. (2005). Survey of Workflow Management Systems. Retrieved on 24 May 2011. http://www.m3pe.org/deliverables/syseval.pdf 32. AL-Rossais, Nourah. Workflow Management. Retrieved on 24 May 2011 http://www.google.com.au/url?sa=t&source=web&cd=3&sqi=2&ved=0CDIQFjAC& url=http%3A%2F%2Fciteseerx.ist.psu.edu%2Fviewdoc%2Fdownload%3Fdoi%3D 10.1.1.99.2421%26rep%3Drep1%26type%3Dpdf&ei=WbbYTfmVAovKvQP_rYmlB w&usg=AFQjCNHGOceV6_HNbRoLF0uYliRZtLor_Q&sig2=nTAgEKN15H7s4vT2ttHb gWorkflow Management 33. Ibid 34. The Application of Petri Nets to Workflow Management. Retrieved on 25 May 2011. http://citeseerx.ist.psu.edu/viewdoc/download?doi=10.1.1.37.8232&rep=rep1&typ e=pdf 35. AL-Rossais, Nourah. Workflow Management. Retrieved on 24 May 2011 http://www.google.com.au/url?sa=t&source=web&cd=3&sqi=2&ved=0CDIQFjAC& url=http%3A%2F%2Fciteseerx.ist.psu.edu%2Fviewdoc%2Fdownload%3Fdoi%3D 10.1.1.99.2421%26rep%3Drep1%26type%3Dpdf&ei=WbbYTfmVAovKvQP_rYmlB w&usg=AFQjCNHGOceV6_HNbRoLF0uYliRZtLor_Q&sig2=nTAgEKN15H7s4vT2ttHb gWorkflow Management

Appendix
For instance, this "portrait" could be of a 45-year-old unmarried male who, in the past 6 months, has made repeated visits to a hospital, has filed numerous health insurance claims, whose latest performance appraisal showed a very large drop in his performance along with increased absenteeism, and whose life insurance beneficiary also is an unmarried male one may come to the conclusion or the assumption (whether false or not) that this hypothetical male may have AIDS. [This example has been taken from Ethical Implications of Human Resource Information Systems]

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Advantages of workflow management for business. (2011) Retrieved on 23 May 2011. http://www.taskmanagementguide.com/solutions/articles/advantages-workflowmanagement-business.php What is Workflow?. (2010). Retrieved on 20 May 2011. http://www.e-workflow.org/ What is a Workflow Management System. (2010) Retrieved on 20 May 2011. http://www.webandflo.com/whatisaworkflowmanagementsystem.html