Week 3

WEEK 3 

HRIS (Human Resource Information System) data is typically stored using a combination of technologies and methodologies. Here are the main ways HRIS data is stored:

1. Database Management Systems (DBMS)

• Relational Databases: Most HRIS systems use relational databases (e.g., MySQL, PostgreSQL, Oracle) to store structured data in tables. Each table represents a specific category of data (e.g., employees, payroll, benefits).

• NoSQL Databases: Some systems may use NoSQL databases (e.g., MongoDB, Cassandra) for unstructured or semi-structured data, allowing for more flexibility in data storage.

2. Cloud Storage

• Cloud-Based HRIS: Many modern HRIS solutions are cloud-based, meaning data is stored on remote servers managed by third-party providers (e.g., Workday, SAP SuccessFactors). This offers scalability, accessibility, and reduced IT overhead.

• Data Security: Cloud providers often implement robust security measures, including encryption and access controls.

3. Data Warehousing

• Data Warehouses: For organizations that require extensive reporting and analytics, data may be stored in a data warehouse. This allows for the integration of data from multiple sources and supports complex queries and reporting.

4. File Storage Systems

• Document Management: HRIS may also include file storage for documents such as employee contracts, performance reviews, and training materials. These can be stored in a document management system or integrated with cloud storage.

5. Data Backup and Recovery Systems

• Backup Solutions: Regular backups are essential for data integrity and recovery. HRIS systems typically implement automated backup solutions to ensure data is not lost in case of system failures.

6. Access Control and Security Measures

• User Authentication: Data access is controlled through user authentication mechanisms, ensuring that only authorized personnel can access sensitive information.

• Encryption: Data is often encrypted both at rest and in transit to protect against unauthorized access and breaches.

Employee data in HRIS (Human Resource Information Systems) is typically structured and stored in a systematic way to facilitate efficient management, retrieval, and reporting. Here’s how it is commonly organized:

1. Data Structure

• Relational Database Tables: Employee data is usually organized into tables within a relational database. Each table represents a specific aspect of employee information.

  • Employee Table: Contains core employee details (e.g., Employee ID, name, contact information).

  • Job Table: Details about job roles (e.g., Job Title, Department, Reporting Manager).

  • Compensation Table: Information on salary, bonuses, and pay grades.

  • Benefits Table: Enrollment details for health insurance, retirement plans, etc.

  • Performance Table: Records of performance reviews and evaluations.

  • Attendance Table: Time and attendance records, including leave balances.

2. Data Fields

Each table consists of various fields (columns) that define the type of data stored:

• Employee Table Fields:

  • Employee ID (unique identifier)

  • First Name

  • Last Name

  • Date of Birth

  • Address

  • Contact Number

  • Email Address

• Job Table Fields:

  • Job ID

  • Job Title

  • Department

  • Hire Date

  • Employment Status (full-time, part-time, contract)

• Compensation Table Fields:

  • Salary

  • Bonus Structure

  • Pay Frequency (monthly, bi-weekly)

3. Relationships Between Tables

• Foreign Keys: Relationships are established using foreign keys, linking tables together. For example, the Employee Table may have a foreign key referencing the Job Table to associate employees with their respective job roles.

4. Data Storage Formats

• Structured Data: Most employee data is structured, allowing for easy querying and reporting using SQL (Structured Query Language).

• Unstructured Data: Some HRIS may store unstructured data (e.g., scanned documents, resumes) in a document management system or as attachments within the employee record.

5. Data Privacy and Security

• Access Control: Data is protected through user access controls, ensuring that only authorized personnel can view or edit sensitive employee information.

• Encryption: Employee data is often encrypted to safeguard against unauthorized access, both at rest and during transmission.

6. Data Integrity and Validation

• Data Validation Rules: HRIS systems implement validation rules to ensure data accuracy (e.g., format checks for email addresses, required fields).

• Audit Trails: Changes to employee data are often tracked through audit trails, providing a history of modifications for compliance and accountability.

Conclusion

The structured approach to storing employee data in HRIS systems enables organizations to efficiently manage human resources, maintain data integrity, and comply with legal requirements while facilitating easy access to information for decision-making and reporting.