Data Management, Data Formats,

Data Storage & Retrieval,

Transaction Processing

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Introduction
 Only some of the organizations have sufficient
policies and procedures in place to collect the
majority of necessary human resource data.
 The organizations, which take, planned and

measured approach to the implementation and

ongoing management of their HRIS, tend to make
more effective use of their systems.
 These organizations were better positioned to

generate information for a greater range of strategic

and operational human resource purposes.

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 The other organizations take a less structured, more
urgent approach, as short-term human resource
processing requirements drove their management of
the system

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Elements of Data Management
 Capture refers to movement of data from the
instrument or simulation to the storage mechanism.
This often involves some form of data selection or
compression. It also involves the creation of Meta
data.
 Storage refers to the place and procedure required for

storage of data by the use of automatated data vaults

and tape stores

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Cont……….
 Management refers to indexing and cataloguing the data
and providing methods to organize and move it from site
to site or between programs which involves meta data
and self-defining data formats.
 Analysis refers to processing or fusion and mining the
data to extract the science.
 Visualization refers to presenting the data in a
variety of forms to aid analysis and the dissemination of
results.

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Data Formats
 When data is in motion, there is not only a change of
place or position, but also change in other aspects.
The data "format" may change when it is transferred
between systems. This includes changes in data
structure, data model, data schema, data types, etc.
The "interpretation" of data may also vary when it is
passed on from one person to another.

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Common Data Format
 The Common Data Format is a self-describing data format for
the storage and manipulation of scalar and multidimensional
data in a platform and discipline independent fashion.
 When one first hears the term "Common Data Format" one
intuitively thinks of data formats in the traditional sense of the
word.
 Although there may be own internal self-describing format, it
consists of more than just a data format.

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 This is a scientific data management package, which
allows programmers and application developers to
manage and manipulate scalar, vector, and multi-
dimensional data arrays.
 Therefore, programmers are not burdened with

performing low level physically format and un format

data file.

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Entry Procedures and Processes
 All organizations should have appropriate guides and
instructions, which outline the processes for entering data and
preparing reports from their HRIS systems.
 However, in most cases, considerable efforts and resources are
required to collect and arrange the data for presentation to
users.
 Lack of awareness of the capabilities of the HRIS, and lack of
staff training, also indicates that the capabilities of HRIS are
not being maximized in the most efficient and effective
manner.

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Information Used for Decisions
 All organizations should use information from the HRIS to
monitor progress in some important HR areas and to make
decisions regarding key operational issues.
 Although shadow systems were sometimes used to generate

additional HR data, particularly for some of the more strategic

HR issues, this represented something of a missed opportunity.
 However, many managers consider that there is scope to

improve the information that is provided to them on a regular

basis.

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Continuous Improvement
 Although the organizations review aspects of their HR
information needs, processes and data quality from time to
time, it is not usually done as part of a systematic management
plan and business plan.
 There may be lack of basic financial and operational

information on costs, which made it impossible for the

organizations to measure the cost-effectiveness of their HRIS,
including core and shadow systems, and the return on their
investment

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Human Resource Process
The Human Resource Process includes maintenance of
personnel records, annual review and revision of employee
handbook, audit of HR strategies, policies and procedures,
implementation of employment/termination procedures,
employee development program, performance management
process, on-site support, employee retention programs,
employee morale building, and compensation plan review.

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Recruiting and Employment Process

Different activities of recruiting service process are

employment verification, job description development
strategy, applicant screening, reference and background check,
conduct of interviews etc. This process involves back-office
support for recruitment processes, skill testing and new
employee orientation programme.

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Benefit Administration Processes
Various activities of this process are brokerage services,
custom benefit plan strategies and design, benefit analysis,
cost control and reduction, recommendations, development of
employee communications, eligibility and enrollment services,
employee claims resolution, monthly invoice audit and
reconciliation, on-line employee access to benefits
information, health and welfare, defined benefit, defined
contribution, employee call center, E-commerce etc.

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Other Processes
Other processes are payroll process, HR outsourcing processes,
talent solutions consulting processes, contact center processes,
health care processes, talent and organizational change
processes, personnel policies & procedures, human resource
administration processes, training & development processes,
wage and salary administration processes, employee relations
processes, knowledge management processes etc.

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DATA STORAGE AND
DATA RETRIEVAL

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Data Storage
 Data storage is a method for storing and retrieving information.
It comprises the following:
◦ in the computer system memory, storing data about different
things and phrases to identify that data.
◦ assigning designation numbers to those phrases and storing
those numbers in the computer system memory with the
corresponding phrases.
◦ storing different topic headings with each heading being
designated to include a specific range of those numbers.
◦ searching the computer system memory for one of the phrases
, a range of designated numbers, a designation number, and if
a descriptive phrase is identified, determining the designation
number.

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Types Of Data Storage
 Primary Storage- It is used to store the data and programmes
currently in use. Primary memory is also called as Random
Access Memory (RAM).
 Secondary Storage- Secondary storage is the non-volatile
memory that is stored externally to the computer. Through
secondary storage, large volume of information can be
conveniently stored for future retrieval.

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Data Warehouse For Storage
 It is a computer system designed for analysing the historical
data of an organisation, such as sales, salaries, or other
information from day-to-day operations.
 An organization summarizes and copies information from its
operational systems (such as human resources) to the data
warehouse on a regular schedule.
 After that, management can perform complex queries and
analysis on the information without slowing down the
operational systems.

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Different Stages Of Data Warehouses

 Offline Operational Databases - Data warehouses in this

initial stage are developed by simply copying the database of an
operational system to an off-line server.
 Offline Data Warehouse - Data warehouses in this stage of
evolution are updated on a regular time cycle (usually daily,
weekly or monthly) from the operational systems

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 Real Time Data Warehouse - Data warehouses at this stage
are updated on a transaction or event basis, every time an
operational system performs a transaction. Eg placing an order
at McDonalds.
 Integrated Data Warehouse - Data warehouses at this stage
are used to generate activity or transactions that are passed
back into the operational systems for use in the daily activity
of the organization. Eg: ordering online.

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Optional Components In Data Warehouses
 Dependent Data Marts: A dependent data mart is a physical
database (either on the same hardware as the data warehouse
or on a separate hardware platform) that receives all its
information from the data warehouse. The purpose of a Data
Mart is to provide a sub-set of the data warehouse's data for a
specific purpose or to a specific sub-group of the organisation.
 Logical Data Marts: A logical data mart is a filtered view of
the main data warehouse but does not physically exist as a
separate data copy. This approach to data marts delivers the
same benefits and it has the additional advantages of not
requiring additional (costly) disk space and it is always as
current with data as the main data warehouse.
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Different Methods Of Storing Data
 Dimensional Approach - In this style, information is stored as
"facts" which are numeric or text data that capture specific data about
a single transaction or event, and "dimensions" which contain
reference information that allows each transaction or event to be
classified in various ways.
 As an example, a sales transaction would be broken up into facts such
as the number of products ordered, and the price paid, and
dimensions such as date, customer, product, geographical location
and sales person.

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 The main advantages of a dimensional approach is that the
Data Warehouse is easy for business staff with limited
information technology experience to understand and use.
 Also, because the data is pre-processed into the dimensional
form, the Data Warehouse tends to operate very quickly.
 The main disadvantage of the dimensional approach is that it
is quite difficult to add or change later if the company changes
the way in which it does business.

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Different Methods Of Storing Data
 Database Normalisation Approach - In this style, the data in
the data warehouse is stored in third normal form.
 The main advantage of this approach is that it is quite
straightforward to add new information into the database.
 The primary disadvantage of this approach is that it can be
quite slow to produce information and reports.

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St_Id St_Name Subject_Rec Marks_Rec
2407 Rohit Computer 72
2407 Rohit Economics 65
2407 Rohit Maths 79
2408 Ajay English 63
2408 Ajay Punjabi 75
2408 Ajay Economics 89

St_Id St_Name St_Id Subject Marks

2407 Rohit 2407 Computer 72
2408 Ajay 2407 Economics 65
2407 Maths 79
2408 English 63
2408 Punjabi 75
2408 Economics
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Data Retrieval System
 One form of retrieval system relates to locating and retrieving
books in a library.
 With the advent of computers, the development of on-line

automated catalogue’s for bibliographic retrieval became a

reality.
 Another form of data retrieval involves searching data bases

based on specific query criteria, and such data storage and

retrieval systems of great complexity and sophistication are
possible

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DATA RETRIEVAL SYSTEM
 With the advent of the personal computer, three developments
occurred.
◦ First, data base application programs are created, which make it
possible for any computer-literate person to create and use his
own database.
◦ Second, the data base application programs make it very easy to
modify, change, and adapt the form and structure of existing
databases. Example is different version of windows.
◦ Third, by creating individual databases, data control and security
is moved much closer to the database.

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Data Retrieval System
 Effectiveness of the data base application program is directly
related to the power, sophistication, and ease-of-use of the
query or search routines incorporated into the program. Eg
Myntra.com .
 The ability of the data base application program to employ
Boolean algebraic search routines, combined with the capacity
to handle searches expressed, as complex, large formulas is
critical.

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Data Retrieval System
While single-site data bases require no special characteristics,
data base systems intended for multiple-site configuration pose
special problems if the data control and security benefits inherent
in single-site data bases are not to be compromised in an effort to
catalogue individuals at multiple sites and/or to provide multiple-
site access to the data base.

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Data Retrieval System
 Another decisional instance concerns the problem of
improving retrieval performance by taking into account user
indications on documents relevance.
 Relevance feedback mechanisms exploit user-system
interaction in order to improve retrieval results by means of
an iterative process of query refinement.
 In this process the main decisional issue is that of finding new
concepts, with which to expand-modify the initial query so
that it better reflects the user's information needs.
 Eg Google search engine.

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