Human resource manager needs considerable information and data relating to all areas of HRM. HR information system provides information necessary for planning, controlling, decision-making and preparing reports.
Personnel inventory provides a list of personnel and their background (name, age, qualifications, experience, skills etc).
HRIS contributes to the development of the personnel inventory for manpower planning. The information needed for personnel inventory is obtained from job applications and questionnaires filled by employees from time to time.
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The type of information included in personnel inventory depends upon its uses, which include career and succession planning, compensation planning, training, transfer and promotion decisions, organisational analysis etc.
E.J. Morrison has given a comprehensive list that could be recorded and stored in computerised personnel inventory.
List
1. Descriptive Data:
Name, address, date of birth, marital status and other data that describe a person.
2. Skills Inventory:
A specialised application of descriptive data, such as skills, abilities, job experience and interests. These data may refer to periods both before and after the employee is hired.
3. Organisational Status:
Date of hire, organisation location, job title and other job-related data indicating where a person is situated and what work he is doing in the organisation.
4. Work History:
A compilation of past organisational positions, performance and status change, including raises and changes in location and budget centre.
This information may be accumulated from the date of hire, but usually It includes only the most recent 15 to 20 lines of data, covering approximately two to five years of activity.
5. Performance Appraisal:
Usually considered highly sensitive data, therefore, appraisal information and promotion potential are often coded.
6. Wage and Salary:
All information necessary for wage, salary and benefits administration, as well as that necessary for calculation of gross pay roll and gross-to-net pays.
7. Labour Reporting Data:
Time keeping, absence production and labour cost information, work location, supervisor to whom charged; and so forth.
8. Welfare Measures:
Vacation scheduling and control, health and safety, education and training information, as well as grievances, company transportation, and other data needed to support special programmes.
9. Recruitment:
Applications in process, applications on files, status of recruiting activity, data about schools and follow-up information.
10.Special data banks for research, such as attitude surveys, manpower development, organisation planning and selection studies and manpower market analysis.
11.Some firms are also developing non-computerised data bank containing information about the external environment that relates to manpower acquisition and planning.
Source: E.J Morrison, “Developing Computer-Based Employee Information System”, AMA Research Studies 99 (American Management Association Inc., 1969) pp28-29.