CHEPKOILEL UNIVERSITY COLLEGE DIPLOMA IN INFORMATION TECHNOLOGY HRD 006: INFORMATION SYSTEM IN HR MARKING SCHEME 2012/13 ACADEMIC YEAR

MAIN EXAMINATION SECTION A : COMPULSORY a) Define the following terms: information This is processed data management - Management in all business and organizational activities is the act of getting people together to accomplish desired goals and objectives using available resources efficiently and effectively. Management comprises planning, organizing, staffing, leading or directing, and controlling an organization (a group of one or more people or entities) or effort for the purpose of accomplishing a goal. Resourcing encompasses the deployment and manipulation of human resources, financial resources, technological resources, and natural resources. Human resource information system - Human Resource Information System (HRIS) is a software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business. Normally packaged as a data base, hundreds of companies sell some form of HRIS and every HRIS has different capabilities. ( Any well-defined 1 marks x 4 = 4marks) b) Define the term information system. Explain the components that make up an information system An information system (IS)[1] - is any combination of information technology and people's activities that support operations, management and decision making. Hardware Software Data Users Rules/Procedures Networking c) state any FOUR qualities of a good information system RELEVANCE ACCURATE COMPLETENESS CONFIDENCE IN SOURCE TIMELY DETAILED COMMUNICATED TO THE RIGHT PERSON COST EFFECTIVE Any well-explain 1 marks x 4 = 4 marks) d) Explain in details what an information system should accomplish for it be considered strategic Meeting Organizational Objectives: Provide Information Flow: Delivery of Information:

(Any well-explain 2 marks x 3 = 6 marks) e) What role do personnel records play in an organization It helps to supply crucial information to managers regarding the employees. To keep an update record of leaves, lockouts, transfers, turnover, etc. of the employees. It helps the managers in framing various training and development programmes on the basis of present scenario. It helps the government organizations to gather data in respect to rate of turnover, rate of absenteeism and other personnel matters. It helps the managers to make salary revisions, allowances and other benefits related to salaries. It also helps the researchers to carry in- depth study with respect to industrial relations and goodwill of the firm in the market.

(Any well-explain 1marks x 6 = 6 marks) f) What information does a job description usually contain A job description is usually developed by conducting a job analysis, which includes examining the tasks and sequences of tasks necessary to perform the job. The analysis considers the areas of knowledge and skills needed for the job. A job usually includes several roles. The job description might be broadened to form a person specification or may be known as Terms Of Reference (Any well-identified 1 marks x 6= 6 marks) SECTION B QUESTION TWO a) Every organization has got a number of operational human resource information system (HRIS) in place. I) List and explain the operational HRIS activities that organizations common maintain. attendance and PTO use, pay raises and history, pay grades and positions held, performance development plans, training received, disciplinary action received, personal employee information, and occasionally, management and key employee succession plans, high potential employee identification, and applicant tracking, interviewing, and selection. (any well-explained 1 mark x 8 = 8 marks) II) Discuss the meaning of HRIS failure and how it can be resolved III) Information assists management in several ways. Discuss managers' roles and tasks; decision-making processes (strategic and operational); rational and alternative behavior; cognitive style and perception; and"hidden agenda" factors such as the symbolic use of information and

 information as power. (Any well-explain 1 marks x 5 = 5 marks) QUESTION THREE a) Describe the ways in which human resources can utilize the following I) internet Recruiting Training Data Storage and Retrieval Performance Management (Any well-explain 1 marks x 5 = 5 marks) II) intranet Information Dissemination Information Collection HR transactions Training Feedback Gathering Community Building Performance Management Recruitment (Any well-explain 1 marks x 5 = 5 marks) III) Human resource information system Management of all employee information. Reporting and analysis of employee information. Company-related documents such as employee handbooks, emergency evacuation procedures, and safety guidelines. Benefits administration including enrollment, status changes, and personal information updating. Complete integration with payroll and other company financial software and accounting systems. Applicant tracking and resume management (Any well-explain 1 marks x 5 = 5 marks) b) Highlight the problems that may be encountered when establishing a management information system Environment Structure Hierarchy, specialization, routines, business processes Culture and politics Type of organization and style of leadership Main interest groups affected by system; attitudes of end users Tasks, decisions, and business processes the system will assist (Any well-explain 1 marks x 5= 5 marks) QUESTION FOUR a) Write short notes on the following highlighting the level of management it used and the output of each type of information system I) Transaction processing system II) Decision support systems

III) Executive information systems IV) Expert system ( well-explained features for each and the right level it is used 5 marks x 4 marks = 20 marks) QUESTION FIVE a) Discuss different ways of managing information system to ensure that they are effective in attaining organization goals planning coordination monitoring staffing etc (Any well-explain 2 marks x 5 = 10 marks) b) Name some of the key areas where are most vulnerable 1) security surveys, inspections, or audits of specific facilities sources 2) breach or unusual occurrence reports 3) operations or police or security dispatch reports 4) staff or passenger reports 5) additional external sources that might be relied upon, for example media reports, local government reports or inquiries, independent product evaluations of equipment owned or operated by the transit system, or analyses conducted by consultants or contractors (Any well-explain 1 marks x 4 = 4 marks) c) Why are computer systems more vulnerable to destruction, fraud, error and misuse than manual systems misuse not used for the right purpose fraud - employees take information from the organization to another organization destruction infecting with viruses error lack of know how by the employees (Any well-explain 2 marks x 3= 6 marks)