Challenges and Strategies in the Implementation of Human Resource Information Systems in Kenyan Universities

Abstract

The need for quality service delivery and enhanced outputs in organizations has led to the need for a streamlined and efficient workforce. This is clearly illustrated by the numerous strategies that organisations are putting in place in order to satisfy their clients’ needs.  One such strategy that has gained popularity in many organisations is the entry of Human Resource Information Systems. Even though most of these strategies have propelled organizations in fulfilling their objectives, limited information exists on HRIS in Kenya, more so in the higher education sector. This study therefore examined the challenges and strategies in the implementation of human resource information systems in Kenyan universities. The specific objectives of the study were: to establish the challenges associated with the usage of HRIS on service delivery and; to explore appropriate strategies for sustained usage of HRIS on service delivery in Public and Private Universities in Kenya. The study used the survey research design. The targeted population for the study was 88 and was drawn from departments of Human Resource, Information and Communications Technology and Finance from the two Universities. The three departments were purposively selected since they were involved with HR matters. The entire population participated in the study since it was small and manageable. The researcher used questionnaires and an interview schedule to collect data from the respondents. Collected data was analyzed descriptively and presented through tables. It was established that there were challenges in the usage of HRIS as most employees resisted the changeover from the manual system to the automated system. Lack of skilled Staff, High cost of setting up and maintaining a HRIS and resistance to change of the organizational culture were other challenges stated. In order to effectively implement HRIS, the respondents opined that there should mobilization of resources required to set up HRIS, acquisition of a suitable HRIS software, the organization should focus on their goals and objectives in order to enhance usage and HRIS performance, recruitment of trained and qualified HRIS staff and continuous in-house training for existing staff on HRIS implementation. The findings revealed that there were a number of benefits associated with adoption of HRIS which included easy access of staff information, improved data management, and improved data input process among others. Therefore, there is need to expand the use of HRIS in the universities. This will enable the Universities to efficiently and effectively handle HR functions.

Key words: HRIS, HRIS Implementation Challenges, HRIS Implementation Strategies, Kenyan Universities, ICT, Service Delivery