Investigation of factors affecting the implementation of Government Human Resource Information System (GHRIS)(The Case of the Ministry of State for Provincial Administration and Internal Security, Tetu District)

Abstract

In recent years information systems (IS) have been deployed by organizations for achieving efficiency, effectiveness, enhancing quality and gaining competitive advantage. Similarly Human Resource Information Systems CHRIS) are used by Human Resource (HR) departments to achieve similar objectives. Tannenbaum (1990) defines HRIS as a technology-based system used to acquire, store, manipulate, analyze, retrieve, and distribute pertinent information regarding an organization's human resources. Kovach et al., (1999) defined HRIS as a systematic procedure for collecting, storing, maintaining, retrieving, and validating data needed by organization about its human resources, personnel activities, and organization unit characteristics. Furthermore, HRIS shape an integration between human resource management CHRM) and Information Technology. It merges HRM as a discipline and in particular basic HR activities and processes with the information technology field (Gerardine DeSanctis, 1986). As is the case with any complex organizational information system, an HRIS is not limited to the computer hardware and software applications that comprise the technical part of the system it also includes the people, policies, procedures, and data required to manage the HR function (Hendrickson, 2003). HRIS is an effective and efficient catalyst for integrating human resource management and Information Technology. HRIS as a system support HR functional applications such as employee selection and placement, payroll, pension and benefits management, intake and training projections just to mention but a few. This research aimed to investigate the factors influencing the implementation of Government Human Resource Information Systems in the Kenyan Civil Service. The researcher used case study research design, this is due to the fact that data was collected and analyzed from all the sixty nine staff at Ministry of State, Provincial Administration and Internal Security, Tetu District, Nyeri County. Data was collected from primary sources that is, directly from the respondents through open and close ended questionnaires, The data collected was both qualitative and quantitative. The qualitative data was analyzed using content analysis while quantitative data was analyzed using descriptive statistics. Quantitative data was presented in the form of graphs, pie charts and tables while the qualitative data was presented using narratives. The response rate was 86.95% where out of the issued 69 questionnaires, 60 were returned and considered adequate to commence the analysis. Findings established that information technology infrastructure, staff competencies, organization culture and leadership were a big factor in affecting the implementation of Government Human Resource Information Systems. It was recommended that the Kenyan civil service needs to invest in modern information technology in such areas as computer hardware and internet connectivity; enough funds should be availed to the respective officers in order for them to acquire enough facilities like computers and also be in a position to pay for internet connectivity; all employees should be equipped with the required skills to implement GHRIS through training and the management should involve employees in change implementation by preparing them for change.