This paper examines key systems considerations for Human Resources Information Systems (HRIS), focusing on two software options: Microsoft Access and Software as a Service (SaaS). It outlines the advantages and disadvantages of each platform, then argues in favor of Microsoft Access for small and medium-sized enterprises based on ease of use, storage capacity, multi-user support, and cost. The paper also identifies efficiencies gained from SaaS adoption, inefficiencies inherent to Microsoft Access, and the three most significant risks of combining programs from multiple vendors into a single HRIS. Finally, it discusses unintended consequences of poor HR database management and recommends policy and appliance-based security controls to mitigate those risks.
One of the best database systems for small and medium-sized enterprises (SMEs) and individuals who want to gather, manage, and disseminate information in a professional manner is Microsoft Access. Like many other applications and software programs on the market, this database tool has its own advantages and disadvantages. Microsoft Access is widely recognized as one of the top database programs for data managers globally who need to report project data using advanced features and relational databases. Because the program does not require the operator to possess complicated or difficult-to-learn programming skills, even non-technical users can create powerful and highly advanced databases.
The advantages of using the Microsoft Access database system are as follows:
Easy to install and operate. Microsoft Access can be quickly installed and become fully functional within minutes. Similar to many other Microsoft software programs, Access includes several installation wizards that guide users through every step of the process. The program's graphical user interface (GUI) is also quite intuitive, allowing easy retrieval of data.
Easy to integrate. Microsoft Access is compatible with a wide range of Windows software programs. It can also be utilized as a back-end table in a front-end environment when used alongside other Microsoft products such as Microsoft SQL Server, or non-Microsoft programs such as Sybase or Oracle.
.NET compatible. Access is among the most commonly used programs for those who want to build software using .NET by 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.
Multi-user support. Microsoft Access can support up to 10 users simultaneously on a network.
Like many other computer programs, Access also has several disadvantages:
It is finite. Any dataset that occupies more than 2 GB will exceed the capacity of the software.
Single-file architecture. All data saved in the database is loaded into one file. This restricts the options available and the manner in which data can be used, slowing down forms, queries, and reports. Each time a user increases the data size, the program becomes slower. Multimedia files can also quickly exhaust Microsoft Access's storage capacity.
Limited file publishing. It is not easy to publish file types other than static ones.
Limited number of users. MS Access has a technical limit of approximately 225 concurrent users; however, its practical limit is between 10 and 80 users, depending on the type of application (Learnit, 2013).
One alternative to conventional software installation in today's business environment is Software as a Service (SaaS). In conventional software installation, a user must purchase software, build a server, install the software, and configure it to suit their needs. With SaaS, the user does not buy the software outright but instead rents access to it, paying for authorization to use a program for a set period of time.
The advantages of using Software as a Service include:
Lower costs. SaaS is more affordable because it allows small and medium-sized enterprises to use programs that they might otherwise be unable to afford due to high license costs.
Immediate benefits. SaaS comes already set up and configured to suit the user's specific needs.
No need for manual updates or upgrades. When SaaS providers perform system upgrades, the updates become immediately available to all clients.
Scalability and compatibility. Most SaaS offerings hosted in cloud environments are scalable and compatible with other Software as a Service offerings (Sylos, 2013).
Similar to other services, SaaS also has several drawbacks compared to conventional software installation:
Recurring subscription fees. The individual or business is charged subscription fees on an ongoing basis.
Reliable internet dependency. A reliable internet connection is required for control and management purposes.
Security concerns. There are security concerns associated with SaaS, as data is stored on cloud servers (Bartz, 2015).
It is this paper's position that Microsoft Access is the better software option between the two, since it is included in the MS Office Professional suite alongside other complementary programs and applications. This means that an organization purchasing a computer would not need to acquire additional software, as the Office Suite is often pre-installed. The reasons for choosing Microsoft Access over SaaS are:
Ease of installation and operation. Microsoft Access is straightforward to install and use without specialized technical knowledge.
Multi-user support. Microsoft Access can support up to 10 simultaneous users on a network.
Adequate storage capacity. The Microsoft Access database can store up to 2 GB of data.
No subscription fee. Unlike SaaS, Microsoft Access does not require ongoing subscription payments once it is part of the Office Suite.
The following efficiencies would be gained by an organization utilizing SaaS for its Human Resources Information System:
1. Use of Software as a Service removes the need to upgrade, back up, or patch existing programs, since these functions are handled by the provider.
"Operational gains from SaaS and Access limitations in HR"
"Integration costs and compatibility risks across vendors"
"Consequences of mismanagement and recommended security controls"
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