Human Resource Management Information System HRMIS Presentation Part

Human Resource Management Information System (HRMIS) Presentation (Part 2) By K. Soondron (Mrs) Assistant Manager, Human Resources Ministry of Civil Service & Administrative Reforms 13 March 2014

Outline of Presentation � What is HRMIS? � Why HRMIS? � HOW? - Involvement of all Stakeholders � HRMIS – Changes & Implications � Conclusion

What is HRMIS ? � The HRMIS will consist of a central on-line database of all public officers. � HRMIS is not only a human resource application system, but also a new, comprehensive and integrated approach in the management of human resources in the Public Service.

Why HRMIS ? Transactional Problems Transactional Benefits � Routine and time consuming operational activities � Improved accuracy and timeliness with on-line HR processes � Cumbersome processing updating of leave and � Automatic updating of leave balances and access to leave balances thro’ self-service � Cumbersome exercise for processing and payment of unutilised sick leave � Easy and timely processing of unutilised sick leave � Computation of Passage Benefits – Duplication of work � Automatic computation of Passage Benefits and availability of balance on line

Why HRMIS ? Relational Problems Relational Benefits �Difficulty in providing up-todate and timely information to Top-Management �Providing Top Management with timely, accurate, valid and reliable information �Much time taken to respond to queries from line management and employees �Empowerment of employees through Self-Service �Communication problems ( HR v/s Finance) �Synergy between HR and Finance as HR and Payroll will be interlinked in the system

Why HRMIS ? Transformational Problem Transformational Benefit � Much time taken to provide input for HR Planning, reply to PQs, etc… � Moving towards Value-Added activities by making use of reports generated by the system for: - response to PQs & Queries - informed decision-making relating to, interlia: � No database for PMS – on performance of employees, on their training needs and Improvement Plan � Difficulty to retrieve information needed for decision making - HR Proposals Attendance Management - Training and Dev’t.

HRMIS – How ? Involvement of all stakeholders MCSAR Accountant General’s Division Other Ministries & Departments MOFED Appropriate Service Commissions

HRMIS – Changes & Implications Involvement of all stakeholders HR Processes - Re-engineering & streamlining � Consistency in HR processes (except specificities) e. g. Should applications for casual leaves be allowed in fractions (less than half) � Clear demarcation of approval levels e. g. Who should approve applications for leave and at what level? � Link to payroll e. g. Need to adhere to cut-off dates to ensure payments on time

HRMIS – Changes & Implications People � Development of competencies (knowledge, skills & attitude) of users e. g. training on how to use the system � Interaction of not only HR and Finance people, but other stakeholders, with the system e. g. RO/SO giving approval, line managers putting recommendations on application for leaves, employees submitting applications and viewing outcome thro’ self-service � More involvement of line managers in the management of their subordinates e. g. automated PMS

HRMIS – Changes & Implications Culture � Perception of HR function e. g. expectation that HR will take less time to process payment of allowances, passage benefits, retirement, etc. and have more time to devote to strategic issues: HR Planning, PMS, organisational design, planned training and development, training needs analysis, manpower assessment � Integration with Finance (HR & Finance no longer stand alone functions � Change in mindset of users of the system e. g. All HR people will have to be fully conversant with the system and use the system instead of delegating to other officers

HRMIS – Changes & Implications Structure �Proper identification of roles and responsibilities of users of the system comprising not only HR & Finance people, but Top Management, Line Managers, employees, etc… �Grant of levels of access depending on the role assigned to the user for security purposes

HRMIS – Changes & Implications Technology �“Garbage in, Garbage out” ensuring that data input in the system is clean and updated at ALL TIMES to use the system to its full potential �Ensuring provision of improved technical infrastructure e. g. providing PCs with internet facilities to all users �Building trust in the system e. g. having 2 levels of validation and accountability. HR & Finance

Conclusion The HRMIS will indeed pave the way for a modernised Civil Service. This mega project presents itself as a big challenge as it will definitely change our old ways of doing things. Involvement, Dedication, Determination and Commitment of each one of us are the vital ingredients that will contribute towards its success and together we will reap the benefits!!!

Thank You & Good Luck!!!