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HR Technology > Study Guide > Flashcards

Study Guide Flashcards

1
Q

What is HRIS?

A

Systems used to acquire, store, manipulate, analyze, retrieve, and distribute information regarding an organization’s human resources.

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2
Q

What are the three ways HRIS adds value to an organization?

A

1) They automate HR processes to conduct transactional activities more efficiently.

2) By providing accurate and timely information to the HR personnel and managers, an HRIS can help them make better decisions

3) By providing new forms of information, HRIS can help HR more fully support the strategic mission of the firm.

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3
Q

What is eHRM?

A

This technology-enabled collection of HR processes.

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4
Q

What happens when technology enables eHRM?

A

Enables the HR function to be done differently, allows transactional things to be done while HR staff focuses on transformational.

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5
Q

What is the main function of eHRM and HRIS?

A

eHRM is a way of conducting HR and HRIS is the technology through which hrm is enabled.

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6
Q

What are the advantages of HRIS?

A

1) providing a comprehensive information picture as a single, integrated database; this enables organizations to provide structural connectivity across units and activities and to increase the speed of information transactions 2)
increasing competitiveness by improving HR operations and management processes;
3) improved timeliness and quality of decision making;
streamlining and enhancing the efficiency and effectiveness of HR administrative functions 4)
shifting the focus of HR from the processing of transactions to strategic HRM 5)
improving employee satisfaction by delivering HR services more quickly and accurately. 6) the implementation of a HRIS can lead to dramatic cost and time savings.

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7
Q

What factors decide the usage of HRIS?

A

1) the size of the organization, with large firms generally reaping greater benefits;
2) the amount of top management support and commitment;
3) the availability of resources (time, money, and personnel);
4) the HR philosophy of the company as well as its vision, organizational culture, structure, and systems;
5) managerial competence in cross-functional decision making, employee involvement, and coaching;
6) the ability and motivation of employees in adopting change, such as increased automation across and between functions

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8
Q

What are some risks of HRIS?

A

1) management by computer and substitution of technology for human judgment—managers may begin to base performance evaluations exclusively on the data captured by the HRIS. Thus, soft-skill behaviors such as teamwork and customer service may not be fully considered.
2) privacy concerns—employees and applicants may feel that their data are being accessed and used by those internal and external to the organization.
3) system rigidity and lack of flexibility—standardization of HR processes can benefit the organization, but some systems may not allow for the inevitable exceptions that arise and as the HR legal environment changes.
4) employee stress and resistance to the use of electronic performance monitoring.
5) performance reduction in complex tasks when performance monitoring systems are used.

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9
Q

What are the critical aspects of the model for HRIS?

A

1) a framework for learning
2) a system model
3) HRIS and HR program evaluation results
4) alignment

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10
Q

Successful implantation is a what type of goal?

A

The central goal

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11
Q

What two groups will use the HRIS?

A

Employees: Managers, Analyst (power user), Technicians, Clerical EE’s, Organizational EE’s
Non-Employees: Job Seekers, Sourcing Partner Orgs

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12
Q

In HRIS, the term “dinosaurs” refers to:

A

the main frame computers built by IBM.

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13
Q

The ______ are perhaps the most demanding user of the HRIS.

A

Analysts

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14
Q

In what ways would you expect a manager to use a HRIS system?

A

Managers use the system to gain real-time access to accurate data that facilitate decision-making regarding their people. They may also use HRIS data for performance management, recruiting and retention, team management, project management, and employee development. Additionally, they use the HRIS for information necessary to help make decisions that will contribute to the achievement of the unit’s strategic goals and objectives.

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15
Q

Discuss what is meant by cloud computing.

A

Computing architecture that uses the internet and central remote servers to maintain data and applications.

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16
Q

Discuss the pros and cons of best-of-breed (BoB) solutions.

A

Pros: Easier execution, faster time, greater user adoption and experience
Cons: integration challenges, retraining and reskilling the workforce, and unfamiliarity with new systems.

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17
Q

Which HRIS users need the most HR knowledge, and why?

A

HR analysts

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18
Q

The ______ is referred to as a power user because this person accesses more areas of the HRIS than almost any other user.

A

Analyst

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19
Q

______ ensure that appropriate HR staff have all the access, information, and tools necessary to do their jobs.

A

HRIS Experts

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20
Q

True or False
The implementation process does not provide opportunities to reengineer and systematically improve non-software processes to reflect best practices in HRM.

A

False

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21
Q

True or False
Clerical employees rarely interact with the HRIS.

A

False

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22
Q

Employees may interface with the HRIS through a ______.

A

Web Portal

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23
Q

True or False
BoB solutions reduce the complexity of the software architecture.

A

False

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24
Q

True or False
The HRIS expert must take what the technical staff provides and interpret that into language HR users understand so as to indicate how processes and activities might change.

A

True

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25
Q

SDLC refers to…

A

to system development life cycle, a formal, multistage process through which information systems are implemented.

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26
Q

Why is it important for senior management to be involved in a new implementation project?

A

It is critical to the success of the project because if they are not involved in the beginning it may be hard to get buy in down the road.

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27
Q

Why are person-to-person interviews more effective than handing out questionnaires?

A

Person interviews are a rich source of opinions, ideas, and suggestions. People feel questionnaires gives optional completion.

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28
Q

What are a few different ways to conduct a needs analysis interview?

A

Completely unstructured or structured

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29
Q

Why is it a bad idea to skip the analysis stage of the systems development life cycle?

A

This phase is particularly important, because unless the requirements are specified in detail, the organization cannot select the best vendor package or design its own system effectively.

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30
Q

What are the data collection methods for the needs analysis?

A

Interviews, Questionnaires, Observation, Focus Groups

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31
Q

What are the stages of the needs assessment process?

A

1) planning
2) observation
3) exploration
4) evaluation
5) reporting

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32
Q

______ is a process of comparing an organization’s needs against its current capabilities.

A

Gap Analysis

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33
Q

_______ analysis report is often viewed as a sales presentation to management.

A

The final needs

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34
Q

What are the stages of the SDLC?

A

1) planning
2) analysis
3) implementation
4) Maintenance

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35
Q

What support do you need to gain for the needs analysis?

A

Top Management

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36
Q

In a data flow diagram, an entity is defined as

A

any external agent (e.g. an individual department business system) that either receives or supplies data to the HR system.

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37
Q

The highest level of a data flow diagram (DFD)?

A

Context Level Diagram

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38
Q

The strength of the _______ model is that it focuses on how the hardware and software will operate.

A

physical

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39
Q

The strength of using ______ model is that the HR staff and developers can focus specifically on business processes, policies, and procedures instead of on technology, leading to stronger solutions.

A

logical

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40
Q

What perspective of system modeling focuses on organizational data but is not concerned with how the data are used within the organization?

A

The data perspective

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41
Q

A ________ is a graphical representation of the key business activities and processes in the HR system, the system boundaries, and any external individuals or departments that interact with the system.

A

Data flow diagram

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42
Q

__________ solicits proposals and bids for proposed work from potential consultants or vendors and defines the organization’s goals and requirements for the new HRIS.

A

A Request for Proposal (RFP)

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43
Q

The goal of ______ feasibility analysis is to determine whether the costs of developing, implementing, and running the system are worth the benefits derived from its use.

A

economic

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44
Q

Prewritten or developed software or hardware products that already exist for purchase are called

A

Commercial- Off the shelf (COTS)

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45
Q

One of the questions that is asked as part of a legal and political feasibility analysis is “What is the risk of system sabotage?” True or False

A

True

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46
Q

True or False
A logical model of the system graphically illustrates what the system does, independent of any technological architecture (e.g., hardware, software, networking).

A

True

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47
Q

Using an application service provider (ASP) is

A

A third-party firm that hosts and provides access to a bundle of one or more software application services from a central location to multiple clients via the Internet. Clients pay a subscription fee, which generally entails data management and software upgrades. ASPs are often considered a cost-effective way for organizations to manage their information requirements. Many learning management systems are ASP based; that is, access to applications is available through ASPs.

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48
Q

Logical Design is

A

A model of the system that graphically illustrates what the system does, independent of any technological architecture (e.g., hardware, software, networking).

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49
Q

What is an entity in the DFD?

A

An external person, department, or agent that interacts with the system through receiving or sending data. An entity is represented as a square on the DFD (data flow diagram)

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50
Q

What is a data store in the DFD?

A

A DFD (data flow diagram) component that represents the temporary or permanent storage of data within the system. A data store is represented by an open-ended rectangle in the data flow diagram.

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51
Q

What is Data Flow in the DFD?

A

Graphical tool that represents the flow of data through a system and the various processes that manipulate or change the data.

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52
Q

What is a “Process” in the DFD?

A

A business function or activity through which data are created, manipulated, or transformed. A process is represented on a DFD (data flow diagram) by a square with rounded edges.

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53
Q

What is Change Management?

A

A systematic process of applying the knowledge, tools, and resources needed to effect change in transforming an organization from its current state to some future desired state as defined by its vision.

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54
Q

What is Lewins Change Model?

A

a comprehensive change model aiming to understand why change occurs and what must be done to deliver change in the most seamless way possible. Lewin developed the change model to illustrate how people react when facing changes in their lives.

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55
Q

What are the three stages of the Lewins Change Model?

A

unfreezing (the person has an existing state), moving or changing towards new ways of being, and then refreezing into a new state altogether!

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56
Q

Describe the Change Management Process

A

Change management is the process that businesses and organizations use to implement changes through building and delivering effective change strategies. It includes reviewing reasons for change, implementing changes, and helping people adapt to these changes.

57
Q

What is Kotter’s Change Process?

A

1) Sense of Urgency
2) Powerful Coalition
3) Create a vision for change
4) Communicate the vision
5) Remove obstacles
6) Create Short Term Wins
7) Build on the change
8) Anchor the changes in corporate culture

58
Q

Increasingly, the failure to successfully implement information systems has to do with?

A

The skills of the change leader and the people and organizational issues related to the change.

59
Q

What are three of the five categories of the key factors related to HRIS implementation failures?
.

A

Leadership, Planning, Change Management, Communication, and Training

60
Q

Getting end users involved in the development of a system can help with?

A

To increase the likelihood of employee acceptance of the HRIS, it is important for end users to be involved with and feel ownership of the new system. Employee participation and involvement can increase job satisfaction, job performance, systems acceptance, and systems success. Ideally, end users should be brought into the project as early as possible, even as early as defining system requirements.

61
Q

A process in which the old system is turned off and the new system is turned on is called?

A

System Conversion

62
Q

Forces for change are?

A

external such as the appearance of new technology, while others are internal, such as a decision to downsize the workforce.

63
Q

A person who is responsible for leading an organizational change or someone who is influential and can communicate and motivate others to accept a change by informal means is called?

A

Change Agent

64
Q

The ability of the HRIS to share data with other systems is called?

A

Cross-integration between business systems

65
Q

Describe Nalder’s Congruence Model

A

The Nadler-Tushman Congruence Model is a model used to identify the problems around performance and how to begin to address them to improve that performance. It’s concept is based around the idea that a company will only be successful if the components of it align and work together.

66
Q

What is HRIS primary infrastructure?

A

used to deliver HR programs, ensure HR regulatory compliance, and produce the metrics that are used to evaluate not only the HR function but also the contribution of the organization’s human resources to the accomplishment of firm-level strategic objectives.

67
Q

A preliminary estimate of the BCA of an HRIS investment ….

A

should be presented to senior management before beginning detailed work on the project.

68
Q

What is HRIS functionality?

A

HRIS functionality refers to the programs or functions—such as recruiting, compensation, and job analysis—that are operational through the HRIS, as well as to the features of these programs that enhance their usability and capacity to affect outcomes.

69
Q

Regarding estimating costs and benefits for a new HRIS, the critical time period is?

A

The first 5 years

70
Q

Investment analyses for an HRIS are based on?

A

Benefit Cost Analysis

71
Q

Basing the justification of a new HRIS system or upgrade on compliance with Equal Employment Opportunity (EEO) regulations is an example of?

A

Risk Avoidance Strategy

72
Q

What is described as “the organization’s efforts to measure its success in achieving the strategic goals required to meet the needs of its stakeholder groups.”

A

The Balanced Score Card

73
Q

An electronic means for a company’s employees to access its HR services and information” is associated with which acronym?

A

ESS

74
Q

What is EEO-1 report?

A

An Employment Information Report (EEO-1), also known as a Standard Form 100, is filed annually with the EEO-1 Joint Reporting Committee and provides a demographic breakdown of the employer’s work force by race and sex.

75
Q

What is a “paradigm for organizing and utilizing distributed [computing] capabilities that may be under the control of different ownership domains . . . providing a uniform means to offer, discover, interact with and use capabilities to produce desired [business] effects.”

A

Service Oriented Architecture (SOA)

76
Q

What is a “technology-enabled HRM group focused on value creation by providing excellent service to internal customers while reducing costs through increased efficiency and continuous improvement.”

A

Shared-Service Center

77
Q

The process of obtaining information about jobs is?

A

Job Analysis

78
Q

An _________ is a written report detailing how an employer actively seeks to hire and promote individuals in protected classes.

A

affirmative action plan (AAP)

79
Q

SOA is

A

a collection of internal and external services that can communicate with each other by point-to-point data exchange or through coordination among different services to achieve a business purpose.

80
Q

Talent management is?

A

refers to the process of hiring, socializing, developing, and retaining employees, while at the same time attracting highly skilled individuals from the labor market

81
Q

What types of jobs can talent management be used for?

A

All Jobs

82
Q

Describes the relationship between job analysis and job descriptions?

A

Job Analysis provides the KSA’s by producing job descriptions.

83
Q

The talent management life cycle is?

A

The first step in the talent management life cycle is to estimate the demand for labor, that is, the number of new leaders needed to replace the retiring baby boomers. As part of this process, the organization will need to identify high-performing and high-potential employees. Next, the organization will need to estimate the supply of leaders available in both the labor market and internal to the company. Then the difference between the estimated supply and demand for new and potential leaders can be calculated. The final step is to use HR programs to change the difference so that supply and demand are equalized (e.g., hiring new leaders when needed). Finally, any TM program must have a positive return on investment (ROI), or financial management will not support these initiatives.

84
Q

What does KSA stand for?

A

knowledge, skills, and abilities

85
Q

What is the first stage of human resources planning (HRP)?

A

Analysis and Investigations

86
Q

What is the final step in the talent management life cycle?

A

The final step is to use HR programs to change the difference so that supply and demand are equalized (e.g., hiring new leaders when needed).

87
Q

According to the most recent survey, what percentage of organizations have implemented at least one Talent Management software application?

A

More then 85%

88
Q

Which social networking site is used for recruitment by nearly 90% of large organizations?

A

LinkedIn

89
Q

Which stage of human resource planning is concerned with the identification of strategic options and the creation of HR scenarios about labor force demand and supply?

A

Forecasting

90
Q

What is the major goal of workforce analytics for talent management?

A

for TM is to model the KSAs of successful and unsuccessful employees.6 These models can then be used for a pool of existing employees or new potential hires to determine their likelihood of success.

91
Q

What are all of the stages of the HRP Process?

A

1) Analysis and Forecasting
2) Forecasting
3)Planning and Resourcing
4) Implementation and Control

92
Q

_____________is concerned with the identification of strategic options and estimates of the need for human capital demand and supply.

A

Forecasting in HRP

93
Q

What has the research consistently found regarding the cost of online recruitment?

A

The average cost of recruiting and hiring someone is more than $4,100

94
Q

Decades of assessment research has found ______ can, on average, predict success virtually as well as simulations.

A

general cognitive ability tests

95
Q

Mode of administration (paper or computer) of assessments will not likely impact scores for ______ but will likely influence scores for ______.

A

measures of ability , are speeded

96
Q

The goal of the ______ function is to identify, attract, and hire the most qualified people.

A

recruitment

97
Q

The ______ is best described as “the employees’ beliefs about the reciprocal obligations and promises between them and their organizations.”

A

Psychological Contract

98
Q

A(n) ______ is best described as “when an applicant is given positive and negative attributes of a job they are applying to see if this job is truly what they desire or thought it was.”

A

Realistic Job Preview

99
Q

What is a “job-related decision making tools that provide information about candidates that organizations use to make choices about their people.”

A

Selection Procedures

100
Q

A firm’s knowledge assets are?

A

Human Capital

101
Q

What is defined as the process of assimilating new knowledge and skills in consequence of experience or practice, which will bring about relatively permanent changes in behavior?

A

Learning

102
Q

According to Peter Senge’s book, which of the following is considered the “fifth discipline?”

A

Systems Thinking

103
Q

Name the steps of the system model (in order)?

A

1) Identifying T&D Needs
2) Developing T&D initiatives
3) Implementing T&D
4) Evaluating T&D

104
Q

This essentially consists of five separate activities, which are the acquisition, documentation, transfer, creation, and application of knowledge

A

Knowledge Management

105
Q

______ refers to the planned acquisition of knowledge, skills, and abilities (KSA) to carry out a specific task or job in a vocational setting.

A

Training

106
Q

______ is an umbrella term and broadly refers to any learning facilitated using electronic means.

A

e-learning

107
Q

______ is considered a continuous process of systematic advancement, of “becoming increasingly more complex, more elaborate and differentiated, by virtue of learning and maturation.”

A

Development

108
Q

In support of the performance management process, what serves as a basis for performance planning for the next period while providing data for a variety of HR decisions, including rewards, staffing, training, and other decisions affecting the employee’s relationship with the organization?

A

Periodic Performance Summaries

109
Q

The set of performance measures, with ______ and ______, becomes the performance “contract” for the period.

A

Standards and goals

110
Q

Employers must pay ______ for time worked in excess of a 40 hour a week at an overtime rate of 1.5 times the normal pay.

A

the accounting system rather than the HRIS, so it is critical that the interface between the HRIS and the payroll software work flawlessly

111
Q

What is a “rewards scorecard?”

A

a report to each employee showing the total value of all compensation and benefits received by the employee during the year.

112
Q

For benefits reporting, the most common required report is the annual benefits report to employees for tax-qualified plans under ______.

A

ERISA (Employee Retirement Income Security Act of 1974)

113
Q

Performance management is connected to which areas of talent management?

A

PM is now considered within the framework of “talent management,” which encompasses all areas of HR that have to do with onboarding, developing, evaluating, and managing the workforce through all the normal cycles (see Chapter 10 for more complete coverage of talent management and HRIS).

114
Q

A goal of long-term ______ is to align the interests of employees with those of shareholders and to motivate aligned performance over periods of more than 1 year.

A

incentives

115
Q

______ is the transactional process through which compensation is transferred to employees and federal, state, and local income and payroll taxes are withheld from employees’ checks.
payroll

A

payroll

116
Q

Why was the term “eHRM” developed?

A

to reflect the increasing infusion of technology into HR processes and the improved communication capabilities of these systems

117
Q

What role should information technology play in eHRM design?

A

In addition, without human intervention or an aim conceived by people, information technology cannot effectively support HRM. It is often said that information technology influences society, organizations, and people, but without human action and without people, organizations, and society using technologies, they have no influence. In short, technology will only have an impact when it is used. Technology therefore has both a technical dimension and a social dimension

118
Q

Who is the target group of eHRM?

A

managers, employees, and applicants

119
Q

What is the main goal of eHRM?

A

These include providing cost savings and improving the efficiency of HRM processes, improving the strategic orientation of human resources (e.g., HRM as strategic business partner), and improving the quality of service to HRM clients. eHRM innovations oriented toward achieving cost savings and improving HRM processes focus on replacing paper forms with electronic processes.

120
Q

What activity should HR managers spend less time doing because of eHRM?

A

Time to hire

121
Q

How will eHRM affect the level of education required to function as an HR professional?

A

Greater levels of education are required to function as an HRM professional, and there is also a greater variety of roles: generalist, specialist, consultant, technology-oriented specialist, and business partner.

122
Q

Why has eHRM not led to the systematic disappearance of the HR department?

A

organizations have strategically outsourced specific HR functions such as payroll benefits administration, and some HR administrative tasks (e.g., background checks, some training, etc.)

123
Q

What type of organization is heavily using AI-enabled eHRM processes now?

A

high-tech

124
Q

When a multinational corporation (MNE) sends employees from its home country, these employees are referred to as ______.

A

Expatriate

125
Q

The country in which an international business operates is a(n) ______.

A

host-country

126
Q

One of the most important tasks of the international HR department is to gather information about the culture of countries where the MNE does business to try to estimate the cultural differences between the home countries of employees and the countries where they may be assigned. This can help to prevent ______.

A

Culture Shock

127
Q

Repatriation is a process designed to _____.

A

The process that occurs as the expatriate and family return to their homeland. It is critically important that repatriation programs be established, since there is a readjustment (reverse culture shock) when individuals return to their home cultures.

128
Q

______ produce and distribute identical products and services worldwide, while ______ emphasize flexibility and customization to meet the needs of differing customer groups worldwide.

A

Global Corporations

129
Q

A country that serves as the home for a corporation’s headquarters is referred to as the ______.

A

Parent-Country

130
Q

An individual who was born in the United States and is currently working in Spain for a company headquartered in Germany would be considered a ______.

A

third-country national

131
Q

In a host country with low pay rates, which approach to international compensation would pay expatriates more?

A

balance-sheet approach

132
Q

A method of creating useful comparisons is called ______.

A

Benchmarking

133
Q

The metrics that focus on how well the HR department accomplishes its critical processes to support organizational effectiveness are ______.

A

HR administrative process efficiency.

134
Q

______ allows users to maintain a current snapshot of key HR metrics.

A

Dashboards

135
Q

“Big Data” refers to ______.

A

A collection of very large and complex data, created by transaction processing systems, which are mined for hidden patterns of relationships regarding customers or employees.

136
Q

The technique used to identify a causal mechanism within data and identify patterns of relationships is called ______.

A

balanced scorecards

137
Q

Workforce analytics are ______.

A

Strategies for combining data elements into metrics and for examining relationships or changes in HR metrics.

138
Q

A common concern among individuals who construct metrics and analytics reports is ______.

A

These individuals wonder whether anyone pays any attention to the reports they produce.

139
Q

One of the useful things to remember about HR metrics and analytics is “Don’t Do Metrics.” This advice means ______.

A

The primary objective of developing capabilities in HR metrics and workforce analytics is to increase organizational effectiveness. It is not simply to generate a static menu of HR metrics reports.

HR Technology (4 decks)

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