An Exploratory Study on Electronic Human Resource Management

(E-HRM) Tools Implemented In Different Industry in Odisha

Monalisha Patel^1*, Dr. Sunil Dhal²

Research Scholar, Sri Sri University, Cuttack, Odisha.

*Corresponding Author E-mail: monalisha.patel10@gmail.com, sunildhal@srisriuniversity.edu.in

ABSTRACT:

The information technology has changed from management information system to enterprise resource planning and then cloud computing environment. The different organizations are adopting different HR software modules for integrating their HR functions. The present research in its endeavor identifies the extent to which different HR tools are in use in selected organizations in Odisha. This paper also explores difference in use pattern Electronic HRM tools in context.

KEY WORDS: e-HRM, e-HRM tools, ICT, HRIS, Globalisation of e-HRM practices, e-HRM in Odisha.

INTRODUCTION:

The changing trends in information and communication technology are quite unpredictable about its destination. It’s even worth not destined because the scope, arena and the platform that the advancement in Human Resources Information System is providing in the job opportunities sector, economical sector and invention and innovation sector is a boon to the living being as in the context of development and IT progress. The intervention of information technology in almost all the facets of business reflects a multi dimensional, multi-tasking picture of e-commerce. Though the mines, manufacturing and operations sector of industries use heavy machinaries instead of manual labour but in white colar jobs the job is delegated within the departments by just a click away. Apart from the “clicking “pattern the invention of time saving technology unveiled the “touch screen” approach. It somewhat to some extent proved to be an alien to some as the “touch screen” pattern do not read minds of the operator but touch sensitive.

Thus the advancement proves to be an opportunity as well as challenge. The most challenging task is to catch hold of the changing technology in the work field. The automation and digitization of the HR functions to process the work faster is the latest trend. Wright and Dyer (2000) in their research have stated that the emerging trends in the work culture of an organization is so rapid as per the changing time that the scope of e-commerce is spreading across. The other names for Information and communication technology with respect to Human Resource Management functions are web-based human resources, human resource information system (HRIS), virtual human resource management, human resource intranet, computer based human resource management systems and human resource portals but then the term e-HRM is in the trend flourishing. The e-HRM in Indian context is seen avidly by the world. The global changes obviously influence the changes across. Certain functional words related to the e-HRM practices are automation of work, e-office, transparency, empowerment. There is a e-revolution over the delivery of the HR services and practices followed in the organization. This present research focuses on the e-HRM tools and application software used in various types of private and public sector organizations. It also focuses on to what extent those organizations practice the e-HRM tools in delivering of the HR services in the state of Odisha.

DELIVERY TOOLS AND INSTRUMENTS:

The computerized human resource information system contents the full-fledged HR related data , information and services ,databases, tools and transactions which creates the cocoon of an organizational structure as per Ketlley and Reilly (2003). E-HRM has very avidly made its mark by the virtue of enhancement in Technology and its appliances. Organizations introduced technology into their domains in the form of Intranets (corporate intranets) and web-based Human Resource Information Systems. Each and every organization has its own way of gait towards the developmental path. The HR departments at times faced challenges due to the added advantage of utilization of the information technology at very easier and user friendly costs. And this challenge needed to be overcome as the service delivery factor, cost reduction and value –added services all in all promoted in boosting up the efficiency and effectiveness of the overall productivity. The E-HRM tools include HR portals, intranet, extranet, integrated HR suite software that has been evidently of rare use . But certain organisations prevailing in the Iranian borders or the Iranian regionals, if there has been the usages of those E-HRM tools then there would have been the optismistic effect upon the HRM output as per the expert’s advices. According to Florkowski and Olivas-Lujan (2006)  in the regions of North America and Europe  there has been a tremendous improvement in the pattern of HR service delivery with the transformation in technological advancement briefing the diffusion patterns of eight information technological tools : HR functional applications, integrated HR suites, IVR systems, HR intranets, employee and manager self-service applications, HR extranets and HR portals. The overall diffusion was best characterized as an outgrowth of internal influences, fuelled primarily by contacts among members in the social system of potential adopters. The information technology which when combined with the HR services delivery then increases the output range. For example- the payroll systems and a wide variety of HR functionalities are being practiced today with the help of  information technology. The web based information technology is the significantly prevailing method of  delivering the HR related tasks and services to the employees and managers. The e-HRM not only simplifies the tabular HR related tasks but also simplifies the burden of the HR practitioner and its followers. And in a way this e-HRM provides significant opportunities to improvise in the fields of corporate communication, knowledge based sharing enactments and delivery of the HR related tasks and services. Various authors, researchers, practitioners have varying opinions regarding the definitions of e-HRM and its avid services. Wright, M.et al.(2001) in his view point has stated that the processing and transmission of the information in the form of digitization used in the process of HRM like the texts, messages, audio , video, sound , graphics, and visual images from one operating system to another is referred to be known as e-HRM. The functional applications of the HR services also has gone digital along with the output. The functions of the HR services include recruitment, selection, training, performance apraissals ratings, psychometric testing, counseling and any more as per each organizational policies and procedures. As the whole over processes of the HR flow goes digital so as the personnel management and the administration. Those HR software packages in a way have digitalized the functional applications of the HR services that include the payroll systems, training and administration, 360 degree feedback, psychometric testing, competency software tools operating in their respective software features.

HR FUNCTIONAL APPLICATION (HRFA):

The Human Resource Functional Application (HRFA) can be defined as the software based automation of the discrete tasks and added responsibilities to the HR functionalities (Florkowski and Olivas-Lujan 2006). The installation of the application software needs to be updated at intervals and operated and reinstalled as per the need of the hour. The usages and delivery of the application software can be defined as the secondary class of the electronic operating device software that recruits the efficiency of the operating device to perform the online tasks or the tasks that the user commands. The automation process to some what extent simplifies the way of performing the tasks. The functional implications can be recruitment, selection, training, performance appraisal, rewarding , compensation and compensation management, benefits administration, personnel management, personnel tracking and payroll, time and attendance management, payroll, Industrial relations advisory, emotional intelligence, corporate social responsibility, occupational health and safety modules , fringe benefits , education , allowances , loans and etc. The workforce management application software includes to capture the tasks related to track time and attendance, monitor compliances with the labor laws, payroll functionality and integrate well with the other payroll software. The strategies so formulated ought to be happening or inflammable as and when required by the time factor. The organization in its ocean structure includes the budding companies in its plethora profiting them with shares and attracting investments and those all in all attracts more of the other small, medium and large organization as well to merge. The organization in its strategic planning follows some particular HR applications generally providing the combination of a personnel tracking and recruiting, learning and development management and also the performance review application functionality. The strategic processes in the e–HRM processes involve the rapid usages of the application software systems to accomplish the work faster. The software application systems in the management of human resources (personnels/staff) streamline the strategic processes in a way that the functionalities of the tasks come finished one by one. The system software in its corporate strategic planning process justifies vice-versa i.e. the application software so installed is by the requirement of the organization and when the installed software starts working then the strategies so formulated for the channelization of the functional implications of the corporate then it helps in streamlining those strategies to be followed and maintained one by one. Those process followed strategically with the help of the application software enhances to win the trust of the company and run on the same track until any further challenge is faced. The proper channelization of the e-hrm processes in managing its work force ensures the corporate that there is an equilibrium between the understanding of the natural resource (staffs/personnels) and the system. The application software keeps a track record of the strategic processes and can be gone through as and when required though the system software is operated by a personnel. Those all technological credibility sighs a relief to the top level of management that the company is in its right track of efficiency in developing personnel attributes along with boosting them up with upgrading themselves with the latest of the technological advancement. Those positive factors retains the employees within the organization because there is employee satisfaction and growth in financial and learning parameters.

INTEGRATED HR SOFTWARE SUITE APPLICATIONS (ISA):

As per Wikipedia (2014), the Integrated software can be defined as the software application tool which can be used for the personal computers which integrates the commonly used functions of many productivity software programs into one application. But according to Florkowski and Olivas-Lujan (2006) , the Integrated HR Software suite application bounded altogether as in form of a complete package system is referred to as an integrated HR application suite. Within a suite even there is the presence of the separate application that usually helds an user medium (interface) that pertains some knowingness making the user to understand, learn and use each application comfortably. The application is made user friendly. There is even the capability to interact with each other in which the user at times gets beneficial. The Integrated Software Suite Applications (ISA)  can be compared with the system software that is well built in structure in holding up of all the hardware’s(computer’s) functionalities capabilities but those are not directly proportional to the usages of tasks and performances that are beneficial to the user. The Integrated Software Suite Application involves itself in deliverance of services like business intelligence with analytics, online analytical data processing, data mining, extracting information, and transformation of data, data warehousing and reporting of data. Those integrated form of data application suite software helps in achieving the highest level of eligibility in efficiency and facilitating complete control over all HR aspects by coordinating all of the organisation’s and employees data to provide information instantly as and when required during the operations of the organization starting from the employee’s database and its policies to the payroll systems of processing adhered. The then report so generated is in the comprehensive format that stretches the entire spectrum of the database. The Software Advice Portal (2014) stated the statement in particular that the personnel management/administration, the strategic HR functions and the core HR very often counterpart though they functionalise with the information technology and its application tools. But no matter there are plenty of functionalities performed by the e-HRM practices but then there are solutions to each varied functions within each category of the e-HRM service delivery if there are any hiccups within the strategic operations. Each individual functions within each category predominantly portrays some significant merits as well as the demerits.

INTERACTIVE VOICE RESPONSE (IVR):

The Web pedia (2014) has stated that the Interactive Voice Response can be defined as the form of a communication technology that has been improvised through the usage of advanced form of application technology. The IVR functionalises when an individual uses a touch-tone telephone to interact with a database to acquire information or enter data into the database systems. In the IVR system of application software technology there is no involvement of the human interaction over any virtual medium of conversation like the telephone because there is the predetermined of the user’s interaction with the database and now on command the IVR system of application system software will allow access to the user. The IVR functionalities system helps the workforce to perform their tasks in an easier and faster mode. This kind of communication technology helps the employees allowing them to interact with the company’s host system by the medium of a telephone keypad or by the speech recognition, further on which the employees can serve themselves with their own enquiries by following the instructions toned by the IVR dialogues. The HR functional implications within its e-HRM services/practices indulges this form of e-HRM tools and application as it proves to be an effective tool in storing and retrieving information and data at the time of emergency and requirement. So the HR function leverages this form of technological communication advancement subsequently in its features and practices. The external organizations are quite beneficial from this form of communication technology like those agencies and other small, medium corporate sector by the usage and application of IVR are able to cross check about an employee’s database as in status and income levels by dialing to the concerned number. The IVR in a way helps .the employees in various ways as it’s the automated mode in operations.

HR INTRANET APPLICATIONS (HRIA)

Weidenhammer (2013) in his defined statement stated that the intranet is the virtual hub of all confidential reports and information of an organization. All those confidential human resources information and processes are created as a single and secure repository within an intranet cocoon. The employees (user) irrespective of their place of location or any computing platform which they would be using the Intranet can provide an easy to navigate environment which is accessible by all the employees. The employees (end user) can easily get access to the latest information. The employees can help themselves very quickly by finding out the information they need with the help of the Intranet services. The finding or searching of information by the employees (user) from the search engine saves their time because they need not have to pass through those cumbersome manuals or wade through the passage of irrelevant information. There is even the provision of the employees can input their data and information in the online process that makes the things more efficient for them at the time of search.  The data or the information so inputted online can have the provision of integrated automatically into the backend information systems so that it can be validated on input and eliminating errors. Overall scenario when seen the human resource personnel need not have to worry about the updation (re-enter) of the employee information /data and can save time for rest vital tasks. The digital business transactions are carried out within a company by the network (HRIA) so designed to organize and share information. The applications that are run with the presence of internet are web pages, web browsers, e-mails, newsgroups, mailing lists, etc. And the intranet facilitates the employability to access those web applications through the medium of internet but those criterion can only be fulfilled to the domestic personnel (only staffs) of the organization and not the outsiders. As we know that the word “technology” when comes to mind then we picture the example of a PC (personal computer) i.e. the electronic device and sketch about the advances and work accomplished through its usage by the user (human beings). The HR Intranet can be cited as one of the bestest of the innovativeness amongst the e-HRM tools and applications because apart from the web services, it helps in maintaining the confidentiality factor within the organization allowing only the employer’s employee to use it. The HR departments got served since the using of personal computer to the wi-fi enabled portable laptops. Therefore, it’s worth quoting that the processes of HRM is active and competent when prefixed with “e” (electronic) i.e. the e-HRM (electronic Human Resources Management). The HR departments can save time and focus upon rest issues by the fast resolving of the previous matters by the usage and applications of the e-HRM functional tools and services. The course curriculum for the academecians (students, researchers, practitioners) included subjects like the Fundamentals of Computers, Information Technology, Languages, Internet, Basics and many more. Those taught them how to e-mail and communicate the task/job assigned electronically in the system connected with the worldwide network (www). Those networks were divided as Local Area Network (LAN), Wide Area Network (WAN) and Multiple Area Network (MAN). By this the job opportunities related to the systems (hardware) and its services (software) flourished and whirled digitalization all over the connectivity within and all over the world. But it’s seen and read that there are different opinions to different authors nationally and internationally. The global definition to the HR Intranet isn’t a monochrome thought to each. The internal IT network collaboratively hlps connecting with each other and function the task electronically. The staffs/personnels with the help of HR Intarnet help themselves with self-services by accessing to the central HR systems and input their personal data while carrying out transactions online and many more. For example – the booking of the training courses, online ticketing, online transactions/ cash flow, etc. This network connects employee to employee, business to business, facilitates e-commerce and   the HR practices become standardized in nature. The HR self service capability is an “cherry on the cake” facility provided to the staffs/personnels within the organization in the HR management functional curriculum. As the HR Intranet service provision is a private service meant different to different organization all in all but the motto is it provides connectivity to that particular organization’s employees. Therefore the channelization and functioning of the HR Intranet services varies from organization to organization. Some of them (companies) provide their employees to serve themselves with the sophisticated employee web portals on the front page of the employee’s web portal home page / internal home page where the particular employee can find the needful irrespective of searching for a different IT system, logging in and getting information. The HR Intranet service is a compulsory functional attribute of an organization’s confidential panaroma.

SELF-SERVICE (SS) APPLICATIONS:

Cedar Crestone (2013) in his viewpoint speaks that as per the survey report conducted on the HR functions and management , it’s stated that the by implementing the e-HRM tools and applications 10% number of more employees can serve themselves with the help of advanced form of technology. and as when compared with the shared services 41% more employees can be served with the self-service when compared to the HR service delivery instruments in the absence of those advanced form of technological tools and applications.

EMPLOYEE SELF-SERVICE (ESS) APPLICATIONS (ESS):

There were various indifferent and to somewhat similar statement regarding the definition, functional implications and implementation of the HR character is-tics, features within the organization. The more its dug the more newer and old facts and particulars gets twisted and modified as per the practices and facts followed in the modern organization. Likewise the Human Resources Management was earlier known to be called as the Personnel Management. But the time factor, technological advancement, global platforms, economy, lifestyle of masses, education, innovation and invention made the HRM and its services to change from Personnel Management to Human Resources Management to E-HRM (electronic human resource management) and with the intervention of technology in the operations of the human resources management and its practices , the name was also called as the HRIS (Human Resources Information Systems) . One of those eminent authors named Ulrich (1997) in his modest knowledge has shared that in order to deliver quality services strategic corporate planning within the manage mental functions of HR is a must in every small, medium or large scale enterprises. But while making those strategies into implementation phase, the HR professional must not forget to deliver quality irrespective of only quantity to the stakeholders that involve the managers and employees. For the taste of success the organization as a whole starting from the house-keeping till top management level in the hierarchy schedule need to be flambouyant enough in even and odd scenario. Success in terms of money can quench the monthly financial (salary/compensation) part but in order to retain the employees, a good interpersonal relationship within each of the departments and inter/ intra organizational rapport has to be healthy enough. It’s not that the share market would coin the healthiness of a rich culture prevailing in a particular organization but the good will, retention rate of employees, corporate social responsibility (csr) performed by the organization at intervals, feedback from the employees, performance appraisals reports, the turnover ratio, the sub staffs feedback, working culture and competitor’s numbers to the particular organization counts the richness of the particular organization. The fundamental principles of organization states that managing the natural resource (human resource) is the golden principles amongst all. The technique to handle the human resource maintains a good employer-employee relationship. The art of managing the human power creates new ideas to flow the interpersonal relationship in an optimistic manner within the organization. The healthy organizational climate boosts the employment relationship of the employees with their work. This worthy feeling of attachment of the employees with their work attracts success for the organization. Either the organization might require a major process design which might be a concerning factor. After the organization have crossed the step of self business assessment (process review) then the next step is followed by introducing a form of self service. The practical meaning of self service within a business environment focuses on personnel helping themselves with the help of e-HRM tools and application services. The staffs/personnels can access into their own personal records and update as and when required and even upload or edit any new information. Those practice would improvise the service experiences of the managers and the employees. By this, the HR system can achieve the trust of its clients and coin more goodwill. Florkowski and Olivas-Luján (2006) states that  the Employee Self Service (ESS ) is that kind of e-HRM application  software tool that maintains a set of HR transactions which can be initiated for interpretation and completed without the direct involvement of the HR personnel. The employee self service application software tool has the inherent capability of storing the relevant information and particulars about the employees as the same (current) and without any extra effort by the HR to enter the data at time and again. The ESS software application tool forms the base for all other application software tool upon which the rest of the functional modules can be added to create a comprehensive employee self service based HR system. The other functionalities of the Employee Self Service  application tool software technology follows are maintaining the employee’s working time and schedule, storing the personal information of the employees, training and performance management, life events, benefits, career, time off from the work, viewing and accessing of the pay slips by the employees, summary of year’s earnings and deductions, loan statements, PF statements, reimbursement statements, income tax statement, IT declaration and IT calculator, reimbursement claim workflow, leave workflows and ticketing.

MANAGER SELF SERVICE (MSS) APPLICATIONS:

The Manager Self Service software application tool aims at increasing the organizational efficiency by minimizing the extra additional costs and time involved in human resources indulgence between the manager and the employee interactions. This method of virtual interaction between the personnels/staff as one to one or one to many help keep the organizational decorum and the organizational climate essences the digitalization environment. The Manager Self Service e –HRM software application tool digitalises the manual, paper based managerial work/activities to a multiple level of approval web –enabled self - service system. As per ADP Employease (2013), it had been seen that the line managers are a bit upset on their step aback issue regarding the receiving of the secondary information and notifications but not the primary one. The MSS software application tool helps the managers in getting the required information just at a click saving cost and time.

HR EXTRANET APPLICATIONS (HREA):

Murugan et al. (1988)  in his theory of statements defined the term extranet as the exchange of information between the electronic operating devices (computer systems) in a structured format that can take place between the trading partners of business, sellers and vendors and between various units within an organization. The Human Resource Extranets plays as the medium for  e-commerce and transactional business flow. The trading tends to happen between the client company and the vendors of HR. These e-HRM software application tool service provides scope for commercial transactions involved in the business to business processes, business to customer processes and customer to customer processes.

Those services creates an commercial climate opportunity scenario for the budding investors. The HREA affected business environment relationships can be judged by the two different business models. For the first model, the vendors take the whole responsibility of managing the workforce under them. They use the information provided by the HR department and productively happen to manage the crew under their captainship. Further on if any complaint arises then the employees choose to visit their employer in case of any updation of their choice of service, revision of personal records, voice complaints about the services rendered and finally the authorization lacking to communicate with the vendors. The model in the second criteria signifies that the vendors are saddled with responsibilities held up in a broader concept for the database management and service administration. The extranet facilitates the workers to take up the initiativeness directly on the upfront and if required to modify the delivery of services directly from the external providers. The HR Central (2013) reported that the HR extranet enrolls up the functions like the employee training, management training and coaching, legal compliances, salary, benefits , payroll administration, personnel file management, health and safety programs and unemployment claims management and etc. The provisions that the extranet provides to the employees using it(extranet) are communication with the vendors and service providing partners partners.

HR PORTAL APPLICATIOS (HRPA):

The Microsoft business solution (2012) defined statement regarding the Human Resource Portal Application is it’s basically related to the people and the connectivity factor. The web portal that involves the employer/employee/workforce to connect amongst all with respect to relevant information, applications and services.

Those accessing power helps in delivering of the HR services. The roles of the workforces matches the work related data and activities. It has been seen in some cases that the employees directly interact with the external vendors regarding the serving of needs and interests. The code modules are responsible for the configuration of the portals. The employees using the HR portal application software tool can make a habit of managing their work-related tasks i.e. requesting a holiday to be sanctioned, loans, leaves, etc. The HR portal software application tool helps the employees in managing their performances and development along with providing access to improvised communication tools that enhances strong connectivity. The staff/personnel in the organization stay focused towards achieving the organizational objective and keep themselves engaged in contributing towards the same. The set objectives when fulfilled by the employees makes the organization more productive in nature. The synchronization between systems within an organization to the HR portal has become the single point of integration for the organizational information and these processes facilitates an option for the user(staff/personnel) to serve themselves self-service as in single sign-on/single data entry. The tool is so well designed that the employees through the HR portal can compare benefits planning features, understand the insurance coverage relating to the specific events and estimate the medical costs as well. This proficienciness of the HR portal application tool makes confidants amongst the employees. It can be seen that the way the HR portal is continuously evolving; the next wave will feature social networking type tools that would encourage the employees to share expertise, join communities of practice or get connected in some other ways as per the experts say.

CONCLUSION:

The study indicates that the different organization having different application tools for electronic human resource management. It has found that the major organization implementing e-HRM tools as HR functional application, integrated HR software suite applications, Interactive voice response, HR intranet application, self-service application, employee self-service application, manager self-service application, HR extranet application, HR portal application

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Received on 19.06.2017                Modified on 20.07.2017

Accepted on 19.08.2017                © A&V Publications all right reserved

Asian J. Management; 2017; 8(4):1405-1411.

DOI:  10.5958/2321-5763.2017.00215.3