Human Resource Management System

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Background:

In 2004, Government of Uttarakhand has identified the board strategic direction and included measurable goals and key performance indicators for the Human Resources Department. This department contributes to the government’s mandate by ensuring HR issues are consistently addressed on a timely basis. The HR responsibilities include such things as:

  • Maintaining comprehensive, up-to-date employment and personal records for employees of the government, whether permanent or contractual
  • Providing orientation for all new employees or contractual employees
  • Maintaining employee training information
  • Overseeing HR programs, such as performance development, wellness, ergonomics and employee assistance
  • Processing grievances, negotiating collective agreements and other labor relations issues.
  • Developing and continually ensuring consistent and fair recruitment procedures and practices by not only ensuring better compliance to existing sets of rules and regulations but also making required policy changes and streamlining processes and procedures.
  • Providing required information and statistical information for payroll administration and benefit information needed in the administration of the Human Resource for the state government.
  • Providing HR statistics and information, including attendance, exit interviews and retention issues to management.
  • Addressing all issues related facilities management, including contracts for services.
  • While not exhaustive, individual tasks performance by HR staff are as follows:
  • Statistical inputs for payroll management
  • Employees insurance benefits
  • Position control
  • Seniority lists and organizational charts
  • Public Service Pension Plan
  • Calculation of such payments as severance and redundancy
  • Training information for each employees
  • Performance development evaluations, for each employee
  • Salary calculations, increases as per collective agreement and employee allowances
  • Job description maintenance.
  • Health and safety
  • Employee wellness
  • Disability management of staff claims

One of the strategic objectives outlined in the overall Human Resource Management Plan of the State is the "Implementation of an integrated Human Resource Information System that captures essential information to support responsive HR service and programs". The implementation of such a system is critical to offer a single access point of data entry and retrieval. While some automated capabilities already exist, they are not integrated. New functionality is also required in areas such as training documentation, individual employee training development plans and the ability to integrate a repository of information related to employee skills and competency data. The personal Department is responsible for providing such services to its employees, located in the state.

The current approach to entering and accessing data involves duplication and has many limitations. While some information is now automated, system are not integrated and considerable duplication of keying data occurs. As a result, many requests for HR related information require extensive manual combination and manipulation of data by HR staff before it can be used as business information.

Objectives:

The primary objectives with this project are to satisfy the following requirements:

  • Create a comprehensive data base pertaining to variety of information which is and has to be maintained for employees of the government. This will require that vendor will conduct a comprehensive system study and come out with a detailed list of fields for which employee information has to be collected. Here care has to be taken that a detailed study of Treasury and Payroll Application of the state, which is running successfully in the state, is conducted carefully. This is vital in order to seamlessly integrate with integrated Treasury and Payroll application. There can be some fields for which data is already there in the present database, and just need to be picked up as and when need be, also there might be need of creating composite keys for establishing proper relationship between the databases. Since employees will be given access to the database, there should be strong mechanisms built into the solution for authentication, authorization and audit trails.
  • Integrate information related to payroll, benefits, attendance and all other HR programs.
  • Provide improved method of accessing, analyzing and exploring HR information
  • Providing the ability to present data to be efficiently used for strategic planning and trend analysis purposes.
  • Introduce WEB based employee self-service that will eliminate paper based transaction and give ownership of specific employee information/changes to employees (i.e. employee is able to change their address) while allowing employees to only "view" information (i.e. employee is able to only view cheque stub/payroll information). This self service option has to be implemented very carefully and a complete flow process has to be developed for making amendments in the employee record. This section along with other such section should have facility of Audit trail till 9th level to identify the source of change, though it is also proposed to have biometric authentication for accessibility to the system.
  • Realize operational efficiencies primarily from reduced duplication of work, time and effort required in requesting, extracting and analyzing data and redefine employee roles within HR.
  • Minimum data risk, maximum availabilty and consistency
  • Increase efficiency and eliminate current process of manually collecting and retrieving data in order to enable business users to make more information decisions.
  • Eliminate duplication of entries between HR and Finance Department by interfacing with the system currently used by the Finance Department by creating fully normalized distributed data bases.
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