Human Resources Database
Organized storage of information
A database is a collection of independently stored information. A database provides a systematic storage of data whereby stored information is indexed depending on its content. Criteria such as names, addresses, and telephone numbers, salary are used to assign values. Various files can be linked so that information from these files is used together. Since the Human Resource department is the custodian of employee data, organization policies and procedures, there is need for a systematic data storage unit. A database allows generation of information as per the organization needs. Letters, mailing labels, and customized reports allow the organization to adjust the fields to suit the department. Use of HR Database is not only restricted to large companies but small companies can use it as well.
Provides security of information
The HR departments face issues of breach of information often. Unauthorized persons get access to information that should only be accessed by the HR personnel. Use of HR Database will provide creation and maintenance of access rights which regulates users. Since employee details are supposed to remain confidential, databases allow only authorized personnel have access to such important information. Databases allow use of passwords, and other forms of access codes to prevent unauthorized access.
Databases ease the burden that HR departments face in regards to administration of an organization. Due to the ability of databases to manage all information and track employee activities properly, the HR department is able to focus on other organizational requirements such as to provide managers with the knowledge and expertise needed to make more operative HR related decisions. Databases also allow HR to provide the managers with meaningful information concerning the company. Research conducted in organizations has indicated that organizations that use databases to manage HR roles are at an advantage compared to those that do not.
Timely delivery of reports
Over the years, HR has been faced with the problem of delays in report making. It is with the aid of HR Database that the HR department is able to generate timely reports and hence, a lot of time is saved. This timely relay of information gives the company plenty of time to work on other issues in the organization.
Proper track of information
With the proper database system, HR departments are able to monitor the operations of employees and their progress. Employee attendance and clocking systems are provided for by the database which allows HR to keep track of if and when, the employees report for work. Data involving payment of salary, bills, employee recruitment, is also organized systematically. In the event a problem arises, example, some employees are not in the payroll system, the database detects it and allows HR to deal with the problem on time. Databases keep track of redundant employees and ensure that they are not in the payroll system.
Training and development of employees
Since the database keeps a record of all employees, their competences and skills, the database is able to keep a record of which employee can fill a certain position depending on their skills. HR is also supposed to ensure proper training of employees, cost of this training and developmental activities. Databases also maintain a proper record of these activities.