| In this Glossary, we aim to make it as easy as possible | | | | the budgeted FTE to the actual people in post, and |
| for our clients to navigate around the rather IT-derived | | | | highlight the differences (usually expressed as |
| expressions that they will encounter in their quest for | | | | vacancies). |
| the perfect HRIS application. | | | | Fat Client |
| Absence Module | | | | A fat client or rich client is computer architecture which |
| A part of the HRIS that collects and aggregates | | | | typically provides rich functionality independently of the |
| information on attendance, holidays and sickness. The | | | | central server. Originally known as just a 'client' or 'thick |
| main ways in which the module can be populated are | | | | client', the name is derived as an opposite to “thin |
| by direct input from paper records, via an Employee | | | | client”, describing a computer which heavily |
| Self Service system or by upload from a Data | | | | depends on a server's applications. |
| Importer or Time & Attendance application. | | | | A fat client still requires at least periodic connection to |
| Some Absence modules facilitate use of the Bradford | | | | a network or central server, but is often characterised |
| Factor method of evaluating sickness absence. | | | | by the ability to perform many functions without that |
| Appeals (see Employee Relations) | | | | connection. In contrast, a thin client generally does as |
| Audit Trail | | | | little processing as possible and relies on accessing the |
| Part of any main HRIS is the Audit Trail, usually | | | | server each time input data needs to be processed or |
| accessed through the System Admin area. | | | | validated. |
| This will detail every transaction through the application, | | | | Grievance (see Employee Relations) |
| date and by whom generated. Regular checks of this | | | | Grossed Up Pay |
| are essential to verify the integrity of the data, and to | | | | From time to time, employers want to ensure that an |
| trace the origin of errors translated on to the system. | | | | employee receives a particular net amount of money, |
| Auto Number Generation | | | | in which case a reverse calculation must be |
| This is the function where, once set up, unique | | | | performed to arrive at the gross figure before |
| employee numbers are generated as soon as a new | | | | deductions such as PAYE and National Insurance. |
| employee is entered onto the application. | | | | Some payroll providers will enable this computation as |
| Existing sequences are loaded into the application | | | | a standard feature, which cuts out the arduous manual |
| (usually via System Administration). In some cases, | | | | method. |
| existing organisational sequences cannot be | | | | Hay Job Evaluation |
| accommodated by the software. It is good practice | | | | Hay Job Evaluation is one of the most popular |
| for employees to have only one number, irrespective | | | | business management methodologies devised for the |
| of the number of posts or roles they may hold, | | | | analysis of all the existing roles within an organisation. It |
| particularly if there is a Payroll involvement. | | | | can be used to produce an organisation chart enabling |
| Automated Events | | | | the grading and banding of salaries and benefits and |
| – see Triggered Events | | | | ranks jobs at similar or varying levels of responsibility. |
| Bradford Factor | | | | Hosted service: |
| The Bradford factor is a way of illustrating how | | | | The software is never downloaded, but rather is |
| disruptive frequent short-term absence – around | | | | provided by a hosted service provider and is generally |
| weekends for example – can be, relative to | | | | paid for on a monthly/annual basis; also known as the |
| occasional longer spells of absence. Bradford scores | | | | application service provider (ASP) software model. |
| are a way of identifying individuals with serious | | | | Some of these services also charge a percentage of |
| absence and patterns of absence worthy of further | | | | sales in addition to the monthly fee. This model often |
| investigation. It helps highlight causes for concern and | | | | has predefined templates that a user can choose |
| often is one of the first steps in an attendance | | | | from to customize their look and feel. In this model |
| procedure. (IDS definition) | | | | users typically have less ability to modify or customize |
| The Bradford Factor score is calculated as S x S x D | | | | the software with the advantage of having the vendor |
| S=the number of absences in the last 52 weeks, | | | | continuously keep the software up to date for security |
| D=total number of days’ absence during the same | | | | patches as well as adding new features added. |
| period. | | | | HRIS |
| Example: | | | | HRIS stands for Human Resources Information |
| One absence of 7 days = 1 x 1 x 7 = 7 | | | | System (or Human Resource Information Software) |
| 2 absences of 2 days, 1 of 3 days = 3 x 3 x 7 = 63 | | | | and is a generic term for software elements dealing |
| Seven absences of 1 day each = 7 x 7 x 7 = 343 | | | | with the recording and processing of personnel. |
| The higher the score, the more disruption. | | | | Other commonly used terms are HRMS (Human |
| This can of course be reflected over varying rolling | | | | Resource Management System or Human Resource |
| periods of time. | | | | Management Information System) and Human Capital |
| Some of the HR applications include Bradford Factor | | | | Solutions, |
| statistics in their Absence Modules. | | | | HRIS software can form part of a suite in larger |
| Business Intelligence Application | | | | organisations. These applications are commonly |
| A piece of software that enables the user to report, | | | | referred to as Enterprise Resource Planning |
| analyse and present data that is held either in other | | | | applications (ERP) |
| modules of the same system, or in other discrete | | | | Integrated Applications |
| systems. The software typically straddles other | | | | In an HRIS context, these applications share a |
| applications and is set up to draw data from them. | | | | common database although may perform differing |
| Catalogue | | | | functions, e.g. HR & Payroll or Payroll and Time & |
| The Catalogue within an HRIS is the array of fields | | | | Attendance. |
| used in the database application that are reflected in | | | | Interface |
| the Report Writer, e.g. Job Title, Surname, Grade and | | | | In HRIS, a user interface is the part of a program that |
| Salary. | | | | connects the computer with the user and there are |
| It is essential that every new field that is added by the | | | | interfaces to connect programs, to connect devices, |
| user organisation (via the System Administration | | | | and to connect programs to devices. |
| module for Change control consistency) is | | | | The main feature of interfaces is to connect |
| automatically added into the Catalogue, otherwise it | | | | seamlessly between two applications, and they can be |
| cannot appear in the reports. | | | | costly to construct. Some HR & Payroll packages are |
| The places where the Database meets the Report | | | | actually two different applications with an interface |
| Writer are commonly known as “Joins”. Up to a | | | | facilitating their working together (as opposed to |
| few years ago, it wasn’t unusual for software to | | | | integrated applications that share a common |
| be supplied with some joins incomplete, that caused a | | | | database) |
| lot of head-scratching in HR departments trying out | | | | They are not to be confused with data importing / |
| their new-found Report Writing skills, but nowadays | | | | exporting, where there is a distinct input or output from |
| most systems will automatically update their | | | | one application, which needs to be imported into or |
| Catalogues with new fields. | | | | exported from another. |
| Comma Separated Values | | | | Learning Management System (LMS) |
| Generally referred to as a .csv file, this is used, | | | | This is a more advanced application than the |
| amongst other things, to transfer data between | | | | conventional Training Module. |
| applications. Typically used when importing / exporting | | | | Typically run in conjunction with an Employee Self |
| data between old and new systems or bulk uploading | | | | Service System, an LMS will allow interaction between |
| data such as Absence records via a Data Importer. | | | | Employee, Manager and Training Provider. |
| Configuration | | | | A comprehensive LMS will pick up Training and |
| There is often confusion in client’s minds about the | | | | Developmental needs from an employee appraisal |
| difference between Configuration and Customisation | | | | (either from within the application or from a connected |
| when sourcing HR applications. | | | | program) and track the whole process from selection |
| Configuration is basically the setting up, addition, | | | | of provider, to delivery and beyond. |
| modification or deletion of parameters and rules within | | | | With LMS, there is also more scope to record the |
| the application, such as Holiday Entitlements, | | | | various strands within Learning & Development, as |
| Occupational Sick Pay limits, Posts and Benefits. | | | | they can range from Induction, Compliance renewals |
| Consultancy assistance is usually employed at the roll | | | | (e.g. First Aider Certificate), NVQs, and Professional |
| out of an application, and thereafter is performed by | | | | curricula all the way down to Mentoring or Observation. |
| system administrators within the user department. | | | | Licensed software: |
| Customisation | | | | The software is downloaded and then installed on a |
| Customisation is modification of the original software, in | | | | Web server. This is most often associated with a |
| order to accommodate a client’s requirements, | | | | one-time fee, although there are many free products |
| such as new screens and new categories. This entails | | | | available as well. The main advantages of this option |
| radical changes, and can be costly. It is often advisable | | | | are that the merchant owns a license and therefore |
| to look into what is driving the need for customisation, | | | | can host it on any Web server that meets the server |
| as it may be that a straightforward replication of | | | | requirements, and that the source code can often be |
| existing processes can be re-worked to advantage. | | | | accessed and edited to customize the application. |
| See also: Configuration | | | | Organisation Charts |
| Data Importer | | | | A graphical representation of the organisational |
| A Data Importer is a software feature that runs a | | | | structure, these charts is derived from the hierarchy on |
| routine to move data from one application to another. | | | | the database. It is usual for this to be performed by |
| This can usually mean that data, e.g. in Excel format, is | | | | third party software rather than an inbuilt function in the |
| converted into another format (e.g. csv, comma | | | | HRIS. The most popular applications are OrgPlus and |
| separated values file) and then drawn into another | | | | MS Visio, and they can be configured to connect with |
| application to populate it. | | | | the HR IS database. |
| Most new or upgraded HRIS are populated by this | | | | Modern organisations do not conform to the traditional |
| method as it saves keying in all the data again. An | | | | pyramidical structure, and are complicated by matrix |
| application is populated by data held in several | | | | reporting lines and multi-posts; there are occasions |
| relational spreadsheets set out in a specific format. | | | | when the application has to be manually overridden on |
| This emphasises the need to ensure that all data is | | | | the chart itself to reflect a particularly complex |
| clean before migrating it to another application. | | | | arrangement. |
| Disciplinary | | | | Outsourced Service |
| (see Employee Relations) | | | | Outsourcing involves the transfer of the management |
| Email Client | | | | and/or day-to-day execution of a business function |
| E-mail software, such as Microsoft Outlook Express or | | | | such as Payroll or Human Resources to an external |
| Lotus Notes. | | | | service provider. |
| Also called a mail client (or just client), an email client is | | | | The client and the provider enter into a contractual |
| a software application that enables you to send, | | | | agreement that defines the transferred services. |
| receive, and organize email. | | | | Under the agreement the supplier acquires the means |
| Employee Relations | | | | of production in the form of a transfer of people, |
| Employee Relations is the generic term for the part of | | | | assets and other resources from the client. The client |
| the HR application that covers Discipline, Grievance | | | | agrees to procure the services from the supplier for |
| and Appeal. The stages of these processes are | | | | the term of the contract. |
| tracked through the application, and will generate | | | | Platform |
| reminders where required. Not the least important of | | | | The hardware, operating system and database |
| these reminders is the one that can be set up to purge | | | | management or file system |
| warnings from the system in line with organisational | | | | It may also refer to a specific combination of |
| policy. | | | | hardware and operating system |
| Employee Self Service (ESS) | | | | Self service (see Employee Self Service) |
| Employee Self Service (ESS) is a web based | | | | Software as a Service (SaaS) |
| application that provides employees with access to | | | | Software as a Service is a fairly recent expression to |
| their personal records (address, contact, and | | | | describe the supply of software as a variable |
| emergency contact details) and their payroll records | | | | overhead rather than a fixed cost. In a sense, it is a |
| (bank account and payslips). | | | | new iteration of the “bureau” approach, but |
| It is usual for employees to have the facility to change | | | | instead of a third party providing the processing as well |
| or modify certain fields such as Address, Bank Details | | | | as a software environment it is now supplied more |
| or Emergency Contact, as well as generate requests | | | | flexibly. |
| for Holidays, Training or report on Sickness Absence. | | | | Organisations can plug in and subscribe to services |
| More advanced iterations of ESS feature the | | | | built on world-class infrastructure via the Internet. All |
| capability of running Appraisal reporting online and | | | | they need is a basic PC with an Internet Browser and |
| connecting it to Objective Setting and Training / | | | | an internet connection. |
| Developmental needs, which in turn can be | | | | SaaS also changes the traditional model of user |
| administratively booked and delivered through the ESS | | | | licensing as on-demand licensing enables software to |
| application. | | | | become a variable expense, rather than a fixed cost |
| Access is usually either via an HR portal on an | | | | at the time of purchase. It also enables licensing only |
| organisation’s intranet or from a designated | | | | the amount of software needed versus traditional |
| external web link. | | | | licenses per device. |
| Layers of security within the ESS application can | | | | Another upside to SaaS is that it can reduce the |
| permit Managers to view records and requests relating | | | | up-front expense of software purchases, and may |
| to their staff or departments. | | | | lead eventually to a reduction of investment in server |
| ESS can operate as a feature on an organisation’s | | | | hardware as these costs and functions are shifted to |
| intranet or via a web enabled proprietary Self Service | | | | the service provider. |
| module appended to an HR system. Logically, it is most | | | | Software Licence |
| effective when deployed across a mainly PC user | | | | The type of Licence that is most usually encountered |
| population. | | | | in HRIS is a Proprietary Licence, meaning that the |
| Entry System | | | | software vendor gives a licence to use an agreed |
| Not to be confused with a Time and Attendance | | | | number of copies of the application, but ownership will |
| application, this is a system that permits entry by use | | | | always reside with the vendor. |
| of an identification tag. Some Entry Systems will collect | | | | There are a number of subsidiary legal issues |
| basic data as to the ID and timings of people effecting | | | | attaching to software licences that are not to be gone |
| entry. Some Time and Attendance applications will | | | | into here; a well-known example of proprietarily |
| enable Entry functioning as part of their capabilities. | | | | licensed software is Microsoft Windows. |
| Equal Opportunities Monitoring | | | | A number of HRIS vendors use a charging model |
| Note: the categories listed are those commonly used | | | | based on the number of user licences. |
| within the UK context for Equal Opportunities | | | | System Administration |
| Monitoring. You can choose to vary these as | | | | The System Administration module is the part of the |
| monitoring is a configurable feature on HRIS. | | | | application where authorised persons are able to |
| Gender | | | | configure Rules (such as Holiday and Occupational |
| Date of Birth | | | | Sickness ), add / delete new Posts or modify existing |
| Ethnic Group | | | | ones (such as amending the FTE), Departments and |
| White – British | | | | Divisions and add system Users with their appropriate |
| White – Irish | | | | Security access levels. Additionally to this, the System |
| White Scottish | | | | Events (or Triggered Actions) can be formatted and |
| Irish Traveller | | | | set in motion from here, where available to the |
| Other White background | | | | application. |
| Black or Black British – Caribbean | | | | System Events – see Triggered Events |
| Black or Black British – African | | | | Thin Client |
| Other Black background | | | | A thin client (sometimes also called a lean or slim client) |
| Asian or Asian British – Indian | | | | is a computer network which depends primarily on the |
| Asian or Asian British – Pakistani | | | | central server for processing activities, and mainly |
| Asian or Asian British – Bangladeshi | | | | focuses on conveying input and output between the |
| Chinese | | | | user and the remote server. (Contrasting with Fat |
| Other Asian background | | | | Client which does as much processing as possible and |
| Mixed – White & Black Caribbean | | | | passes only data for communications and storage to |
| Mixed – White & Black African | | | | the server) |
| Mixed – White & Asian | | | | Many thin client devices run or support web browsers |
| Other Mixed background | | | | meaning that all major processing is performed on the |
| Other ethnic background | | | | server. |
| Not known | | | | Time & Attendance Application |
| Do not wish to supply | | | | Mainly deployed in production or manufacturing |
| Religion or Belief | | | | locations, a software application that records |
| Christian | | | | employee attendance by “clocking” them in and |
| Buddhist | | | | out by a variety of means. It is possible to allocate |
| Hindu | | | | employees to a set of shift patterns and plan required |
| Jewish | | | | workforce patterns. These applications provide |
| Muslim | | | | powerful reporting tools for a range of production |
| Sikh | | | | statistics. |
| None | | | | It is worth bearing in mind that a substantial hardware |
| Prefer not to say | | | | cost can be incurred per clocking point, and so their |
| Other – please specify: | | | | deployment should be carefully considered. |
| Marital Status | | | | Triggered Actions |
| Single | | | | Also known as System Events, Triggered Events or |
| Married | | | | Automated Events, these are features of many HRIS |
| Prefer Not To Say | | | | whereby responses are triggered by changes in |
| Disability or Long-Term Illness | | | | specified data fields. These responses are usually |
| No known disability | | | | embodied in email alerts. |
| Dyslexia | | | | An example would be when a New Employee is |
| Blind/partially sighted | | | | entered on the HR database prior to start date, the |
| Deaf/have a hearing impairment | | | | configured Triggered Action would generate a series |
| Wheelchair user/have mobility difficulties | | | | of emails to: |
| Personal care support | | | | Advise Security & Switchboard of the arriving |
| Mental health difficulties | | | | newcomer, name, position and department; |
| An unseen disability, eg diabetes, epilepsy, asthma | | | | Advise the IT department to create an ID and login; |
| Multiple disabilities | | | | Advise the relevant departments to provide a car, |
| A disability not listed above | | | | mobile phone, laptop, where appropriate; |
| Not known | | | | Advise the Training co-ordinator to enter the new |
| Do not wish to supply | | | | starter on the next Induction programme. |
| ERP | | | | And so on. |
| ERP stands for Enterprise Resource Planning, typically | | | | A Triggered Action – or series of them – is set |
| a software application or combination of applications | | | | up in the System Admin part of the application. They |
| that manages and coordinates information and | | | | constitute one of the big advantages of HR systems, |
| resources within an organisation. HRIS (Human | | | | as they streamline administration and help to suppress |
| Resources Information Systems) generally form part | | | | errors and oversights. |
| of an ERP application. | | | | Upgrade |
| Escrow | | | | Upgrade is a term referring to the replacement of a |
| Software or Source Code escrow is a form of | | | | product with a newer version of that same product, |
| insurance to cover the contingency of your software | | | | typically meaning a replacement of hardware or |
| supplier going out of business. | | | | software to update the system (e.g. annual changes to |
| Under the terms, a copy of the source code (which is | | | | Payroll) or to improve its features or operating |
| the programme written by the developer) is lodged | | | | efficiency. |
| with an agreed third party, an escrow agent, who | | | | Increasingly, the downloading of upgrades is effected |
| would release the code to you under specifically | | | | via the internet where “a patch”- containing the |
| agreed conditions, enabling you to recruit assistance to | | | | parts of the application that will be changed – is |
| keep the programmes running.. | | | | introduced into the main application. |
| There is a cost attached to this, and in most cases | | | | Web Browser |
| purchasers will have satisfied themselves as to the | | | | A software application used to access information |
| good standing of their chosen vendor. However, due | | | | from the World-wide web, well-know examples being |
| diligence requirements in some sectors tend to the | | | | Internet Explorer, Mozilla FireFox or Safari. |
| heavily risk-averse, and this is the solution for them. | | | | Web-Enabled |
| FTE (Full Time Equivalent) | | | | Able to connect to or run on the web. |
| The basis on which Headcount is calculated, 1.0 FTE is | | | | Workflow |
| represented by a full-time employee. | | | | The automation of a business process, in whole or |
| If a standard full-time employee works 40 hours per | | | | part, during which documents, information or tasks are |
| week, an employee working 25 hours per week is | | | | passed from one participant to another for action, |
| expressed as 0.63 FTE. On most systems, you can | | | | according to a set of procedural rules. |
| set up each post with its budgeted FTE, and compare | | | | |