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Talent and Acquisition Rewards > Unit 7 > Flashcards

Unit 7 Flashcards

1
Q

Purpose of Human Resource Information System

A
  1. Database system that contains employee information
  2. Provide facilities for maintaining and accessing data
  3. Permit retrieval of user-defined ad-hoc reports and comparative analyses
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2
Q

Benefits of Human Resource Information System (5)

A
  1. Benefits Administration
  2. Management of all employee information
  3. Company Related Documents such as employee handbook
  4. Reporting and Analysis of employee information
  5. Complete integration with payroll and other company financial software
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3
Q

An effective HRIS can help companies track the following

A
  1. Attendance
  2. Training Received
  3. Pay Raises and History
  4. Personal Employee Information
  5. Disciplinary Action Received
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4
Q

Functions of Human Resource Information System

A
  1. Input function
  2. Data Maintenance Function
  3. Output function
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5
Q

What is Input Function

A

Capabilities needed to get the human resource data into the system

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6
Q

What is Data Maintenance Function

A

Updating of the data stored in various storage devices

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7
Q

What is Output Function

A

Information and reports produced by the system

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8
Q

Components of Human Resource Information System (8)

A
  1. Performance Records
  2. Sick/Hospitalisation Leave
  3. Accident Records
  4. Annual Leave Records
  5. Medical Records
  6. Training Records
  7. Benefits Records
  8. Payroll Data
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9
Q

Performance Records

A

Review and Evaluate employees performance to monitor progress

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10
Q

Annual Leave Records

A

Maintain and Record employee applications for annual leave

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11
Q

Accident Records

A

Record Accident details in the workplace

To prevent future accidents

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12
Q

Sick/Hospitalisation Leave

A

To make medical claims and submit leave applications electronically

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13
Q

List statutory information according to Employment Act (8)

A
  1. Name
  2. Date of Employment
  3. Address
  4. Contact Number
  5. Working Hours
  6. Gender
  7. Date of Birth
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14
Q

List statutory information not mandated by Employment Act

A
  1. Marital Status
  2. Criminal Records
  3. Citizenship
  4. Race
  5. Religion
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15
Q

Guidelines and Legislation in Keeping Staff Information

A
  1. Employment Act
  2. Personal Data Protection Act
  3. Income Tax Act
  4. Central Provident Act
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16
Q

What is Employment Act

A
  1. Basic Terms and Conditions of Employment
  2. Rights and Obligations of Employer and Employee
  3. Who is covered by the act
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17
Q

What is PDPA

A
  1. Recognises the rights of individuals to protect their personal data
  2. The needs of organisation to collect, use or disclose personal data for legitimate and reasonable purposes
  3. Take into account of 3 concepts: CONSENT, PURPOSE AND REASONABLENESS
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18
Q

What is Consent

A

Organisation may collect, use or disclose personal data with individual knowledge and consent

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19
Q

What is Purpose

A

Organisation may collect, use or disclose personal data in an appropriate manner
Only applicable if they informed individual the purpose for the collection, use or disclosure

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20
Q

What is Reasonableness

A

Organisation may collect, use or disclose personal data that would be considered appropriate to a reasonable person

21
Q

What is Income Tax Act

A

You will be treated as a tax resident if
1. Singaporean/PR Resident
2. Foreigner who stayed/worked for more than 183 days
3. Income earned may come from different sources:
EMPLOYMENT
TRADE/BUSINESS/VOCATION/PROFESSION
PROPERTY OR INVESTMENTS
OTHER SOURCES

22
Q

What is Central Provident Fund Act

A

CPF savings help singaporeans to meet the needs of their families for healthcare, family protection, home-ownership and asset enhancement

23
Q

Classification of Confidential Information (6)

A
  1. Top secret
  2. Secret
  3. Confidential
  4. Restricted
  5. Official Closed
  6. Official Open
24
Q

What is Top Secret

A

Disclosure will cause grave damage

25
Q

What is Secret

A

Disclosure will cause serious damage

26
Q

What is Confidential

A

Disclosure will cause damage

27
Q

What is Restricted

A

Disclosure will cause undesirable consequences and difficulties

28
Q

What is Official Closed

A

Not disclosed to public and information leakage will cause no damage

29
Q

What is Official Open

A

Anyone can access including public

30
Q

Types and Sources of Authorisation

A
  1. Employee’s Supervisor
  2. Top Management Personnel
  3. Human Resource Director
  4. Government Agencies
31
Q

List the source documents for New Staff Hire

A
  1. Identity Card/Passport
  2. Previous Employment Payslips
  3. Education Certificates/Transcripts
  4. Certificate of Clearance from the Police
  5. License, Work Permit, Employment Pass, Visa
  6. Credit Report from Credit Bureau of Singapore
  7. Testimonials from School/Past Employer
  8. Professional Membership/Certificates
32
Q

Types of Information Received from External Agencies/Things HR staff has to request from EXTERNAL AGENCIES

A
  1. Reference from Previous Employment
  2. Medical Records
  3. Interview Notes from Employment Agencies
33
Q

Importance to Ensure Accurate Entry of Data (3)

A
  1. Planning
  2. Decision-Making
  3. Rectification on Shortcomings
34
Q

Distractions that contribute data error

A
  1. Extrinsic Distraction

2. Intrinsic Distraction

35
Q

What is Extrinsic Distraction

A

External sources like social interactions, musics, phone calls

36
Q

What is Intrinsic Distraction

A

Internal sources like hunger, fatigue, worry and illness

37
Q

Medical Records

A
  1. Pre-employment check of health and physical ability

2. For membership of health insurance scheme

38
Q

Types of report generated from HRIS (6)

A
  1. Annual Salary Report
  2. Monthly Payroll Report
  3. Benefits Claim Report
  4. Employee Profile Report
  5. Employer CPF Contribution
  6. Leave Balance Report
39
Q

Key Benefits of HRIS

A
  1. HR Monitoring
  2. Track Problem Areas
  3. Management Information
40
Q

HR Monitoring

A

Track key workforce metrics

New trends and opportunities spotted early and emerging problems are addressed beforehand

41
Q

Management Information

A

HR report can inform managers on the developments in their team and department

42
Q

Track Problem Areas

A

Track key problems in a transparent way

43
Q

Annual Salary Report

A

Sum of employee compensation including benefits, wages and taxes paid by the employer

44
Q

Employee Profile Report

A

Include employee assignment, compensation and demographics

45
Q

Leave Balance Report

A

Details such as number of paid leave left and hours that have been taken

46
Q

Monthly Payroll Report

A

To understand earnings growth over time and employee pay

47
Q

Benefits Claim Report

A

To track business spending

Completed by employee to analyse expenditure which they are requesting reimbursement

48
Q

Employer CPF Contribution

A

To facilitate HR submission of monthly CPF contribution to the CPF board

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