Definition of Staffing System
A staffing system is a computerized system that enables an organization to manage employee data. Human resources professionals use staffing systems to manage this information for many personnel functions. For example, HR professionals use stored data to generate reports about the workforce.
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Roles
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The human resources department assigns roles to people who use the staffing system. Depending on a person's position, she has access to employee records. Some generalists may have access to multiple types of information. Specialists may only access one type of information, such as compensation rates for hourly and salary employees.
Significance
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Many organizations collect data required under federal employment laws. HR managers can use the staffing system to prepare reports on employees from the point of application through termination. For example, a report might reflect the company's equal employment opportunity practices by showing the number of minorities hired by the organization.
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Benefits
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The staffing system also enables the HR professional to provide staffing level reports to senior management. For example, the personnel director might want to analyze the salaries of all employees or in specific departments or occupations. This information can be compared to industry standards to determine whether the organization offers competitive compensation.
Warning
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The automated collection of employee personal data presents some possible security problems. The staffing system must include safeguards so employees do not have an opportunity to use information for their own personal gain. For example, collecting employees' Social Security Numbers may be required by law, but the employer must protect this confidential information.
Retention
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The organization must also plan for future staffing needs in the event of separations and retirements. That is why HR managers can use the staffing system to analyze trends in recruitment and retention. For example, you can generate a report about how long employees stay with the company by comparing hiring dates with termination dates. The HR department can suggest improvements to senior management to improve employee retention based on other methods, such as surveying employees about the work climate.
Potential
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A staffing system may be used solely by the organization to make hiring decisions. This type of system guides the organization through several hiring steps, from identifying the ideal candidate to applicant screening to offering the job to the right person.
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References
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