HR information management, the HRIS area

HR must show that every manager finished required compliance training by a deadline, and send reminders to those who have not. Which system BEST supports this?

1. A payroll system
   Payroll systems process pay and do not track compliance training.
2. A candidate relationship management system
   A candidate relationship management system nurtures prospective hires, not trained employees.
3. A learning management system
   A learning management system tracks training completions and deadlines and automates reminders.
4. An applicant tracking system
   An applicant tracking system manages job candidates, not employee training records.

HR wants employees to update their own home addresses and tax withholding elections online to reduce data-entry errors. Which HRIS feature supports this?

1. A learning management system
   A learning management system tracks training, not addresses or tax elections.
2. A manager self-service portal
   A manager self-service portal handles manager tasks such as approvals, not employees' own personal data.
3. An applicant tracking system
   An applicant tracking system manages candidates before hire, not current employees' records.
4. Employee self-service
   Employee self-service lets employees update their own address and withholding, which cuts re-keying errors.

An HRIS audit finds that 14 former employees still have active system accounts. Which control BEST prevents this from recurring?

1. Revoke access in the offboarding checklist
   Removing access as a required offboarding step closes accounts on the day people leave, which prevents the gap.
2. Lock accounts after five failed login attempts
   Lockout after failed logins does not stop a former employee who still knows a valid password.
3. Require stronger passwords for all HRIS users
   Stronger passwords do nothing about accounts that should no longer exist.
4. Review every user account once each year
   A yearly review finds stale accounts months later; it detects the problem but does not prevent it.

Attackers stole several HR staff members' HRIS passwords through a phishing email. Which control would MOST reduce the risk that the stolen passwords are used?

1. Encrypting the HRIS database at rest
   Encryption at rest protects stored data from theft of the database, not from logins with valid stolen credentials.
2. Multi-factor authentication
   Multi-factor authentication requires a second factor, so a stolen password alone cannot log in.
3. Requiring annual password changes
   Annual password changes leave stolen passwords usable for months, and current guidance favors MFA over forced rotation.
4. Longer minimum password length
   Longer passwords resist guessing but not phishing, where the user hands over the password.

An employee's pay rate in the HRIS was changed without an approved request. HR needs to know who made the change and when. Which feature provides this?

1. Role-based access
   Role-based access limits who can make changes but does not record who made one.
2. Employee self-service
   Employee self-service lets employees edit their own data; it is not a change-tracking tool.
3. The audit trail
   An audit trail logs who changed which field, when, and from what value to what value.
4. Data encryption
   Encryption protects data from being read; it does not record changes.

HR integrates its applicant tracking system with the HRIS. Which benefit does this MOST directly provide?

1. Lower first-year turnover among new hires
   Turnover depends on fit, onboarding and management, not on how data moves between systems.
2. A larger volume of applicants for each opening
   Integration moves data between systems; it does not attract more applicants.
3. Automatic compliance with federal hiring laws
   No system integration makes hiring automatically compliant with federal law.
4. New-hire data flows over without re-entry
   Integration passes candidate data into the HRIS at hire, removing duplicate data entry and its errors.

A manager planning layoffs asks an HR generalist for an HRIS report listing each employee's age and medical-leave history. What should the generalist do?

1. Decline and raise the risk with HR leadership
   Using age and medical-leave history in layoff decisions creates ADEA, ADA and FMLA risk, so the generalist should decline and escalate.
2. Run it, but with the employee names removed
   The manager can still match age and leave data to people, so removing names does not remove the risk.
3. Run it and add each employee's salary too
   Adding salary makes the report even more sensitive and does nothing about its unlawful purpose.
4. Run the report; the manager has approval
   A manager's approval does not make it lawful to use protected characteristics in layoff choices.

HR plans to purge HRIS records of employees who left more than five years ago. Before deleting them, what must HR confirm?

1. The former employees were notified of the deletion
   No general rule requires telling former employees before their records are destroyed under a retention schedule.
2. No legal hold applies and all retention periods ended
   Records may be destroyed only after every retention period has ended and no litigation hold applies.
3. The records are past the Form I-9 retention period
   The I-9 is only one retention rule; payroll, benefits and litigation holds can require keeping other records.
4. The records were printed and stored at an offsite facility
   Printing records for offsite storage defeats the purpose of purging them.

The CHRO asks for a quarterly view of how headcount and turnover are trending by department. Which output is MOST appropriate?

1. An employee-level spreadsheet export of all records
   An employee-level export is raw data, not a summary of trends, and it exposes personal details.
2. A memo listing each quarter's totals in text
   A text memo of totals makes trends hard to see and cannot be broken down by department.
3. A trend dashboard with drill-down by department
   A trend dashboard with departmental drill-down shows change over time at the level the CHRO asked for.
4. A pie chart of current headcount by department
   A pie chart of current headcount is a snapshot that cannot show a trend over quarters.

Senior leaders ask HR to build a recruiting dashboard in the HRIS. What should HR do FIRST?

1. Choose a chart layout from the vendor's templates
   Picking a layout comes after knowing what the dashboard must show.
2. Build a prototype and gather feedback afterward
   Prototyping before requirements risks building the wrong thing and reworking it.
3. Pull all available recruiting data into the dashboard
   Pulling in all available data before defining needs creates clutter instead of insight.
4. Agree on the decisions and KPIs it must support
   First agree on what decisions the dashboard must support and which KPIs answer them; data and design follow from that.

HR is setting how long the HRIS archive keeps employee time cards. What is the minimum retention period under the FLSA?

1. Two years
   The FLSA requires keeping time cards and other supplementary basic records for at least two years.
2. One year
   One year is shorter than the FLSA minimum for time cards.
3. Four years
   Four years is longer than the FLSA requirement (it is a common IRS employment-tax period).
4. Three years
   Three years applies to payroll records and certain other records, not to time cards.

A supervisor receives an employee's fitness-for-duty medical report. Under the ADA, where must HR keep this information?

1. In the personnel file, with access logged
   Logging access to the personnel file does not meet the separate-file requirement.
2. In a separate, confidential medical file
   The ADA requires medical information to be kept in separate, confidential medical files, apart from personnel files.
3. In the supervisor's own department records
   Department records are not confidential medical files, and supervisors are entitled only to the work restrictions they need.
4. In the personnel file, in a sealed envelope
   A sealed envelope inside the personnel file is still in the personnel file, which the ADA does not allow.

HR is moving open enrollment to self-service. Many plant employees have no company email or computer. What is the MOST important consideration?

1. Announcing the launch by email only
   An email-only announcement misses the very employees who lack company email.
2. Posting a detailed online manual
   An online manual is useless to employees who cannot get online at work.
3. Mobile or kiosk access at plants
   Employees without email or computers need a practical way in, such as mobile access or kiosks on site.
4. Making paper forms the default for all
   Making paper the default for everyone undercuts the move to self-service instead of solving access.

Which key performance indicator BEST measures the timeliness of HRIS data?

1. Share of records that match source documents
   Matching source documents measures accuracy, not timeliness.
2. Share of fields with valid formats
   Valid formats measure validity, not whether data arrives on time.
3. Share of records with required fields
   Records with every required field filled in measure completeness.
4. Share of changes entered by effective date
   Timeliness is whether data is entered by the time it takes effect, so this KPI measures it directly.

HR must give the board of directors a summary of headcount and pay by salary band. What is the BEST approach?

1. Aggregated data with no individual detail
   Aggregated figures by band give the board what it needs without exposing individual pay.
2. The full report, which they delete after review
   Sending full detail and relying on deletion still exposes individual data.
3. Individual salaries listed for transparency
   Listing individual salaries goes beyond what the board needs and creates privacy risk.
4. The employee-level file with names hidden
   An employee-level file with names hidden can still identify people through job and pay details.