Instructor Resource
Kavanagh and Johnson, Human Resource Information Systems: Basics, Applications, and Future Directions, 4e
SAGE Publishing, 2018
1
Lecture Outline
Chapter 2: Database Concepts and Applications in HRIS
CHAPTER OBJECTIVES
After completing this chapter, you should be able to do the following:
♦ Discuss the differences between data, information, and knowledge
♦ Identify problems with early database structures
INTRODUCTION
● Data are produced, stored, updated, and used by HR employees and managers on a
daily basis.
● Effective collection, storage, and use of data are essential for any business, and the
most successful organizations are masters of this process! Many believe that
Instructor Resource
Kavanagh and Johnson, Human Resource Information Systems: Basics, Applications, and Future Directions, 4e
SAGE Publishing, 2018
2
Data, Information, and Knowledge
● Data represent the “facts” of transactions that occur on a daily basis. A transaction can be
thought of as an event of consequence, such as hiring a new employee for a particular
position for a specified salary.
Database Management Systems
● A database management system (DBMS) is a set of software applications (i.e., computer
programs) combined with a database. These systems allow organizations to effectively
manage data electronically. DBMS turn data into an organizational resource. The main
functions of a DBMS are to create the database; insert, read, update, and delete database
data; maintain data integrity (i.e., making sure that the data are correct) and security (i.e.,
Instructor Resource
Kavanagh and Johnson, Human Resource Information Systems: Basics, Applications, and Future Directions, 4e
SAGE Publishing, 2018
3
production of payroll checks as efficiently as possible.
● These traditional file-oriented data structures had a number of shortcomings, however,
including (1) data redundancy—an employee’s name and address could be stored in
● To overcome the shortcoming of file-oriented structures, hierarchical and network
database systems evolved in the mid-1960s and early 1970s. The key to these systems
were that relationships between different records were explicitly maintained. Only the
very knowledgeable technical staff were able to interact with the database effectively.
Relational DBMS
● The advent of relational database management systems addressed the many problems
associated with these older DBMS and database structures. In 1970, E. F. Codd
Data Sharing Between Different Functions
● Relational DBMS facilitate data integration across different functions. As a result,
relational database technology increased the feasibility and popularity of integrated
Data Sharing Between Different Levels
Instructor Resource
Kavanagh and Johnson, Human Resource Information Systems: Basics, Applications, and Future Directions, 4e
SAGE Publishing, 2018
● Operational employees, managers, and executives also share data but have different
objectives and, thus, different information needs. These three different levels of use
● In addition to TPS capabilities, relational databases can also provide MRS capability.
DSS assist senior managers and business professionals in making business decisions.
● Data mining, data analytics, and business intelligence (BI) are examples of information
derived from a DSS, which relies on data warehouses. Data warehouses represent
aggregated data collected from various databases available to a business.
Data Sharing Across Locations
● In today’s global environment, access to data from any physical location in the world is
increasingly important. Computer networks are created that provide instant access to
Key Relational Database Terminology
Entities and Attributes
● Entities are things such as employees, jobs, promotion transactions, positions in the
Instructor Resource
Kavanagh and Johnson, Human Resource Information Systems: Basics, Applications, and Future Directions, 4e
SAGE Publishing, 2018
5
identified and defined.
Tables
● Tables are used to store information about entities. Each table in a database contains
rows. Rows are also referred to as records and represent an “instance” of the entity.
Relationships, Primary Keys, and Foreign Keys
● In a relational DBMS, relationships are created by having the same attribute in each table
Queries
● A query is a question that you ask about the data stored in a database. Queries retrieve
specific data in a particular order, but it is important to note that queries do not store
data! All data are stored in tables. Queries only report on data currently in the table.
● Select queries and cross-tab queries provide the information that managers and
executives expect from IT. These queries can serve as the foundation for MRS and DSS
information and decision making. Action queries, on the other hand, improve the
operational efficiency of managing and maintaining a database. These tasks are important
to the operational staff but of less interest to HR managers and executives.
● Queries are also used as the basis for forms and reports. In addition to retrieving data,
they can add, update, and delete records in tables. You can define fields in a query that
Instructor Resource
Kavanagh and Johnson, Human Resource Information Systems: Basics, Applications, and Future Directions, 4e
SAGE Publishing, 2018
6
Forms
● A form is an object in a database that you can use to maintain, view, and print records in
a database in a more “structured” manner. Although you can perform these same
Reports
● A report is a formatted presentation of data from a table, multiple tables, or queries that is
created as a printout or to be viewed on screen. Data displayed in a report are dynamic,
reflecting the latest data from the tables on which the report is based.
Introduction to MS Access
● MS Access differs from other commercial database management software such as Oracle,
DB2, or MYSQL in that it integrates both database application and DBMS software into
one. MS Access is a relational DBMS in which data are organized as a collection of
tables.
HR Database Application Using MS Access
● For small companies, generally with less than 1,000 employees, there are commercially
available HR database applications based on MS Access. One such system, popular in the
Instructor Resource
Kavanagh and Johnson, Human Resource Information Systems: Basics, Applications, and Future Directions, 4e
SAGE Publishing, 2018
7
United States, is HRSource™ from Auxillium West (www.auxillium.com).
● Although the list in Table 2.1 appears to be comprehensive, in fact, it is quite sparse
when compared with listings of HR fields within more complex database applications.
Data Integration: Data Warehouse, Business Intelligence, and Data Mining
● An organization’s ability to generate meaningful information to make good decisions is
only as good as its underlying database.
● Business intelligence (BI) is a broad category of business applications and technologies
for creating data warehouses and for analyzing and providing access to these specialized
data to help enterprise users make better business decisions. Essentially, BI systems
retrieve specified data from multiple databases, including old legacy file database
systems, and store these data in a new database, which becomes that data warehouse. The
data in the data warehouse can then be accessed via queries and used to uncover patterns
and diagnose problems.
Instructor Resource
Kavanagh and Johnson, Human Resource Information Systems: Basics, Applications, and Future Directions, 4e
SAGE Publishing, 2018
greater store of data.
Big Data and NOSQL
● Big Data is a term that illustrates the challenges faced by organizations. It is described
using four dimensions: volume, variety, velocity and veracity.
CHAPTER SUMMARY
In this chapter, we have described the key aspects of current DBMS technologies and how these
systems work to create, store, and manage critical data about an organization. Data are
transformed into information by relational DBMS and business applications that work together.
Most HRIS rely on an underlying database. Understanding how database systems work,
therefore, is relevant to HR decision makers because knowledge about how to create, store, and
access data can be a key differentiator in a competitive environment. Small HR databases can be