Microsoft Access and Software as a Service Saas as HRIS

Systems Consideration in HRIS

Microsoft Access

One of the best database systems for SMEs (small and medium sized enterprises) and individuals who want to gather, manage, and disseminate information in a professional manner, is the Microsoft Access. And just as many other applications and software programs in the market, this database program tool has its own advantages and disadvantages. The Microsoft Access is known by many for being one of the top database programs for data managers globally, who would want to report their project data using advanced features and relational databases. Since this program doesn't require the operator to have any complicated or difficult-to-learn computer programming skills, even regular individuals can use it to come up with powerful and highly advanced databases. The advantages of using Microsoft Access database system are:

It is not difficult to install and operate. Microsoft Access database program can, in just a few minutes, be quickly installed and become fully functional. Similar to quite a number of other Microsoft software programs, Access has several installation wizards that can help one through every step of the installation process. The program's graphical user interface (GUI) is also quite intuitive, allowing easy retrieval of data.

It is easy to integrate. Microsoft Access is compatible to quite a number of other Window software programs. It can also easily be utilized as a back-end table in the front-end, when used with other Microsoft software programs, such as Microsoft SQL server or non-Microsoft programs, such as Sybase or Oracle.

Microsoft Access is also .NET compatible. Access is the best and most commonly utilized program for those who want to build software using .NET, linking it to the Microsoft Access database. Its GUI also enables easy functionality and installation.

Adequate storage capacity. The Microsoft Access database can store up to 2 GB of data.

It can comfortably support multiple users at the same time. Microsoft Access can support up to 10 users in a network.

Well, like many other computer programs Access also has a few disadvantages compared to other similar applications:

It is finite. Any sector that has data that occupies more than 2 GB will be beyond the capacity of the software program.

One file. All the data that one is saving on the database is loaded onto one file. This restricts options and the manner in which one can decide to use the data, thus slowing down forms, queries and reports. Hence, every time that a user increases the data size, the program becomes slow. Multimedia files can also quickly fill up Microsoft Access' data capacity.

It is not easy to publish any other kind of files apart from static ones.

Limited number of users. MS Access has a technical limit of about 225 users that can work at the same time; however, its practical limit is between 10-80 users, based on the type of application it is being put to use (Learnit, 2013).

Software as a Service (SaaS)

One of the alternatives to conventional software installation in the current business environment is the use of SaaS (Software as a Service). In conventional software installation, a user has to buy himself software, build a server, install the software, and perform configurations to suit his needs, while in the case of SaaS, the user doesn't buy the software per set, but rather kind of rents it. In SaaS, the user pays for the authorization to use a program for a set duration of time. Some of the advantages of using Software as a service include:

It has lower costs. SaaS is cheaper because it allows small and medium sized enterprises to make use of a program that perhaps they would not otherwise afford because of high license costs.

It has immediate benefits, since it comes already set up and configured to suits one's specific needs.

No need for updates or upgrades. When the SaaS providers perform systems upgrades, they immediately become available to their clients.

Most SaaS offerings hosted in cloud environments are scalable and compatible with other Softwares as a Service offering (Sylos, 2013).

Well, similar to other services, the use of Software as a Service also has several drawbacks compared to conventional software installation. They include:

The individual or business is recurrently charged subscription fees.

There is a need for a reliable internet connection for purposes of control and management.

There are also security concerns for SaaS as the data is stored on cloud servers (Bartz, 2015).

It is my opinion that Microsoft Access is the best software program between the two options, since it comes in the MS Office Professional suite, which has other complimentary programs, applications and products. This means that there would be no need to purchase any other software once an organization purchases a computer, though, most of the time, the Office Suite is often pre-installed. The reasons why I would choose it over SaaS are that:

It is not difficult to install and operate.

It can comfortably support multiple users at the same time. Microsoft Access can support up to 10 users in a network

Adequate storage capacity. The Microsoft Access database can store up to 2 GB of data.

Doesn't require a subscription fee.

The Efficiencies That Would Be Gained By an Organization for Utilizing a SaaS for Its Human Resources Information Systems

1. Use of software as a service removes the need to upgrade, backup or patch existing programs since these functions would be taken care of by the provider.

2. There are instances when cloud service providers can offer SaaS, and thus, combining all external processes under one roof.

3. It is a form of outsourcing (Lin & Dyer, 2010).

The Inefficiencies That Would Result From Using a Microsoft Access Software Program

1. It is finite. Any sector that has data that occupies more than 2 GB will be beyond the capacity of the software program, thus, it is only best for individuals or SMEs.

2. One file. All the data that one is saving on the database is loaded onto one file. This restricts options and the manner in which one can decide to use the data, thus slowing down forms, queries and reports. Hence, every time that a user increases the data size the program becomes slow. Multimedia files can also quickly fill up Microsoft Access data capacity.

3. It is not easy to publish any other kind of files apart from static ones (Learnit, 2013).

The Three Most Significant Risks Associated With Combining Programs from Different Vendors into One Human Resources Information System

1. Complex builds of different programs result in high downstream expenses to incorporate and maintain diverse systems.

2. Assessing and running multiple programs to make sure that the HRIS system is working properly, results in increased time spent before deployment

3. More risks since non-compatible program roadmaps can result in unpredictable disruptions, such as one product vendor stopping their support for a different vendor's products.

4. Higher training costs since system operators and managers have to understand how the different programs work (SAP Data Management, 2014).

Three Possible Unintended Outcomes of Not Properly Managing a Human Resources Database

1. Employee dissatisfaction

2. Increased storage costs

3. Increased inefficiency

A completely functional employee database is a very important management tool. If well designed, it can help sort out several inefficiencies that are bound in manual HR systems. Obviously, to build a great database system one needs to take design, analysis and input into account. As an HR database is being built, it is important to use the help of experts who can identify capabilities and critical skills that would be needed for certain positions, so that those who end up being selected have the prerequisite characteristics. One of the most important elements in creating an HR database is incorporating the input of the employees themselves. Employees' input in terms of their skills can be matched to the positions that they would best fit in happily. This can help HR departments, so as to not assign employees to positions that they will not be satisfied with (Scherer & Business Expert Press, 2010).