Description
This is a presentation highlights on role of MIS in HR.
HR MIS-I ABC Ltd.
Introduction
ABC India Limited is a medium sized company engaged in manufacturing cement. ? At present the company has three manufacturing locations in Nasik, Durgapur and Dehradun. The company is head quartered in Mumbai and has eight sales offices spread across the country. ? The company employs about 8000 workers across its three manufacturing facilities and has 250 managers and around 1000 staff employed across its manufacturing facilities and also its head quarters and sales offices. ? The company is now planning to enter into a phase of expansion and set up two new manufacturing facilities. For this, the company is expecting an
?
Agenda
Manpower Planning ? Hiring and Recruitment ? Compensation Administration ? Leave /Attendance Administration ? Executive Support System ? Business Process Reengineering
?
Manpower Planning
The Manpower Planning Hierarchy
EMPLOYEE INFORMATION DATABASE
• •
EMPLOYEE CODE AND E-MAIL ID EMPLOYMENT CODE
?
JOB IDENTIFICATION CODE
DESIGNATION FUNCTIONAL AREA
?
LOCATION AND DEPARTMENT CODE
?
?
SALARY RANGE CODE
INFORMATION OBTAINED FROM JOB PRICING MODULE OF COMPENSATION MANAGEMENT SYSTEM
EMPLOYEE INFORMATION DATABASE
•
•
EMPLOYEE CODE AND E-MAIL ID EMPLOYMENT CODE
?
JOB IDENTIFICATION CODE
DESIGNATION FUNCTIONAL AREA
?
LOCATION AND DEPARTMENT CODE
MM-AE-NA-GR
MM-MECHANICAL MAINTENANCE, AE-ASSISTANT ENGINEER NA-NASIK GR-GRINDING SHOP
?
?
SALARY RANGE CODE
INFORMATION OBTAINED FROM JOB PRICING
Employee Information
MANPOWER AVAILABILITY
RESOURCE AVAILABILITY REPORT
o Location o Designation o Qualification o Experience o Functional Area o A combination of these
SKILL MATCHING
•
IDENTIFIES SUITABLE CANDIDATES FOR
PARTICULAR JOBS AND PROJECTS
o Personal characteristics
o Present assignment o Present Assignment Characteristics o Functional Competencies o Location o Level o Proficiency Level
•
METHODS OF MATCHING
? Match and rank people against a specific organization, job or position. ? Match and rank people against a set of competencies ? Match a person against organizations, jobs or positions, and rank them
• MATCHING PARAMETERS
Essential Desirable Not required
• MATCHING PEOPLE TO POSTS AND VACANCIES
By rank order of matches for the whole group By individual results for each person By comparative results for each competence
RANGE OF LEVEL
• DETERMINES WHETHER A MATCH CAN BE MADE
Set both a low and a high level Set a low level but not a high level Set a high level but not a low level Not set a level at all
SHIFT ALLOCATION
• Shift workers work in three shifts.
10pm-6 am 6am-2pm 2 pm- 10 pm
• Rotation in shift takes place every fortnightly • Considers Sanctioned Leave From Leave Application System • Allocates taking into consideration other constraints • Manager needs to Approve System Generated Allocations manually
SHIFT ALLOCATION CONFIRMATION
Hiring & Recruitment
Hiring/Recruitment
?
The recruitment process consists of the following sub components:
? Workforce Requirements and Advertising ? Applicant Administration ? Selection of Applicants
WORKFORCE REQUIREMENTS AND ADVERTISING
CREATING AND MANAGING VACANCIES ? Report to Department ? Candidate Pool ? Primary Work Location ? Job Code ? HR Contact ? General Comments ? Approvers Inputs: Inputs obtained from Organizational Management, which keeps a track of vacancies. Managers also raise vacancy manually . Output: Report on number of vacancies and vacant positions.
MANAGING ADVERTISING/NOTIFICATION MEDIA AND ADVERTISEMENT COSTS Inputs: The different modes of advertisements, their costs and effectiveness (In a scale of 1-5). It also takes the requirements from the requisition and the sources. Output: Proper sourcing strategy and the most effective advertising media for that strategy.
Application Administration
?
Manages all applications received by the company. Company invites a soft copy of resumes and applications from the applicants. These applications and resumes go into the central database of the company.
?
?
DECISION SUPPORT SYSTEM FOR HIRING AND RECRUITMENT
?
Used for preliminary short listing of applications received for vacancies.
?
A basic minimum criterion for short listing candidates (fresh graduates) is described on the basis of marks obtained in the degree and the Undergraduate College of candidates.
Selection of Applicant
?
Once interview is done, interview panel made to fill feedback sheets. The same are collected by the recruiter On the basis of this feedback offer is made. Feedback also entered into the recruitment system for a later date. If a candidate accepts the offer his resume is deleted from the database that holds other resumes of prospective candidates. An MIS report is generated here giving the status of the selection process i.e. the requirements of the company, candidates assessed and how many have been recruited.
?
?
?
Compensation Administration
Why?
Differentiate between one’s remuneration strategies and those of the competitors
•
•Empower
line managers within a framework of flexible budget control
•Control
bottom-line expenditures
Job Pricing
JOB ANALYSIS Create internal job and job decriptions SELECT SURVEY PROVIDER Organisation decides which surveys to participate in RECEIVE SURVEY SUBMISSION FORM (ONLINE, DISK, EXCEL, etc FROM THE SURVEY PROVIDERS
WEIGHT DATA Weight market data from different providers
JOB MATCHING Match internal jobs to the survey jobs
IMPORT DATA Upload job catalog, description and market data to the system
COMPILE MARKET DATA Create market composite result for internal jobs from matched survey jobs
DATA ANALYSIS Evaluate and compare to current internal compensation
DETERMINE MARKET GAP Identify which job or job families require adjustments
ACTIVATE ADJUSTMENT Adjust the current salary structure with the new structure
ADJUST SALARY STRUCTURE Create proposal for salary structure adjustments to “lead” or “lag” the market
Integration of Compensation Management system with other modules
Leave/Attendance Administration
Attendance
•
Management keeps record of attendance of its employees and also leaves availed by them through this system. • Punch card attendance system is followed for workers. • Time at which workers enter factory also recorded. • Data Goes to a central system. This central system stores data in Excel sheet type format. • This data processed by the system to give record of total days attended.
Leave Administration – IT enables policy improvement
•
•
•
The supervisor keeps a record of the leaves of the shop floor workers. A supervisors’ account is created. Within his account he can access records of all the workers under him. Supervisor fills in the preapplied leaves of the workers in this system.
•
•
• •
The system provides for entering additional information in every employee’s leave record. In case of a worker falling sick the medical information (the prescription no. etc) is also updated in their records along with the medical illness. This helps keep a database of the illnesses that the employees on shop floor are contracting. This is vital for general well being of the company employees and also serves to the best interest of the company by putting right man for the right job.
Leave Administration
•
Same system is used by higher level employees to fill own leave details in same manner as done by supervisors . • System keeps a record of the leaves taken by these employees and gives remaining leave balance of an employee as the output.
•
Information from this system accessible to managers to plan the resource allocation for various projects depending on the resource availability. This includes shift allocation . • System interfaced with manpower planning system to show the availability or non availability of a particular resource at any given date to be used for resource planning. Manager also provides consolidated result to the payroll department for salary administration.
Career & Succession Planning
Career & Succession planning
• •
Enables ABC ltd. to manage its talent pool. Possible career goals identified and career plans drawn • Succession Planning used to find right people to fill the critical positions quickly if they become unoccupied. • Career and Succession Planning has two main goals.
? to advance employees’ professional development within a company ? to ensure that necessary staffing requirements are met.
?
For both career and succession planning qualifications dataset taken as the input from the manpower planning (skill matching) module.
Succession Planning
•
System finds the best match for a particular post. • Executed taking the required skill set as the input. • This skill set compared to the skill sets of various employees. • Based on the results of the comparison the system gives a list of potential candidates for the particular post. • It defines whether the candidate needs any training or not depending on the skills that may (or may not) be lacking.
Career Planning
•
•
• •
Qualities that can or need to be developed pave the roadway for training and development. Trainings also designed keeping the likes and dislikes of the employee in the mind. Work profile assigned to the employee is determined by his qualifications Leads to effective career planning and high satisfaction among employees.
Object Description
Employee id
Qualification ID
Qualification
Preferences
Description
Object type
Proficiency
description
Proficiency
Potentials
Essential
Object ID
P
101
91000064 Mr Sam Chow
10020003
Business
4
Master's degree
10000053
10000973
10000056
10020049
Leadership Skills
5
Very Good
X
10020051
Presentation Skills
5
Very Good
10020052
Project Management Skills
2
Adequate
X
C
10000042 Director
10020003
Business
3
Bachelor's
X
degree
10020049 Leadership Skills 10020051 Presentation Skills S 10000063 Director Sales 10020051 Presentation Skills 10020052 Project 2 Adequate 3 of 10020003 Business 3 Bachelor's degree Average 3 Average X 3 Average X
Management
Skills
Dislikes
Executive Information System
Executive Information System
•
Informs top Levels of the HR Dept. of the prevailing satisfaction levels among the employees. • vital to controlling attrition and creating a better workplace. • Employees made to fill an electronic survey that tries to bring out the satisfaction level of the employees with their respective jobs. • Compilation of this data from all the teams goes to the senior management. • This data is used by them to assess the satisfaction level in the employees. • In case of low overall satisfaction level, the senior management can probe and see the actual figures for individual teams. Input: The online Employee satisfaction survey filled by the employees. Output: Final satisfaction levels quantified.
Team Name
No. of people
Second First Level Level Departme Manager Manager nt Location
Satisfactio n Level
P1
Bharat 10 Agarwal
Vishal Saksena
Productio n Nagpur
8
M1
Vishal 8 Tripathi
Vishal Saksena
Marketing Nagpur
5
Business Process Reengineering
BUSINESS PROCESS REENGINEERING (BPR)
We reengineer the post selection procedure. OLD PROCESS: ? After a new recruit joins an organization, s/he has to manually fill up a number of forms like PF, gratuity, employee pension scheme, medical pension scheme, as well as some internal schemes, like medical card, or internal club HR membership cards, etc. fills up the and admin dept. Employee The department sends relevant forms to information in all the concerned (HR&A)
?
the employee (new recruit) forms (separately) enters relevant data on their database
REENGINEERED PROCESS ? Since company is planning to expand its employee base, manual filling of forms would become cumbersome. Keeping future expansion in mind the process is being reengineered as follows:
The new recruit fills up his personal details in an electronic interface once
Data filled up once, automatically appears in all forms, thus removing redundancy
For records all the forms are still kept/ stored with employee's signature over them
THANK YOU
doc_677739335.pptx
This is a presentation highlights on role of MIS in HR.
HR MIS-I ABC Ltd.
Introduction
ABC India Limited is a medium sized company engaged in manufacturing cement. ? At present the company has three manufacturing locations in Nasik, Durgapur and Dehradun. The company is head quartered in Mumbai and has eight sales offices spread across the country. ? The company employs about 8000 workers across its three manufacturing facilities and has 250 managers and around 1000 staff employed across its manufacturing facilities and also its head quarters and sales offices. ? The company is now planning to enter into a phase of expansion and set up two new manufacturing facilities. For this, the company is expecting an
?
Agenda
Manpower Planning ? Hiring and Recruitment ? Compensation Administration ? Leave /Attendance Administration ? Executive Support System ? Business Process Reengineering
?
Manpower Planning
The Manpower Planning Hierarchy
EMPLOYEE INFORMATION DATABASE
• •
EMPLOYEE CODE AND E-MAIL ID EMPLOYMENT CODE
?
JOB IDENTIFICATION CODE
DESIGNATION FUNCTIONAL AREA
?
LOCATION AND DEPARTMENT CODE
?
?
SALARY RANGE CODE
INFORMATION OBTAINED FROM JOB PRICING MODULE OF COMPENSATION MANAGEMENT SYSTEM
EMPLOYEE INFORMATION DATABASE
•
•
EMPLOYEE CODE AND E-MAIL ID EMPLOYMENT CODE
?
JOB IDENTIFICATION CODE
DESIGNATION FUNCTIONAL AREA
?
LOCATION AND DEPARTMENT CODE
MM-AE-NA-GR
MM-MECHANICAL MAINTENANCE, AE-ASSISTANT ENGINEER NA-NASIK GR-GRINDING SHOP
?
?
SALARY RANGE CODE
INFORMATION OBTAINED FROM JOB PRICING
Employee Information
MANPOWER AVAILABILITY
RESOURCE AVAILABILITY REPORT
o Location o Designation o Qualification o Experience o Functional Area o A combination of these
SKILL MATCHING
•
IDENTIFIES SUITABLE CANDIDATES FOR
PARTICULAR JOBS AND PROJECTS
o Personal characteristics
o Present assignment o Present Assignment Characteristics o Functional Competencies o Location o Level o Proficiency Level
•
METHODS OF MATCHING
? Match and rank people against a specific organization, job or position. ? Match and rank people against a set of competencies ? Match a person against organizations, jobs or positions, and rank them
• MATCHING PARAMETERS
Essential Desirable Not required
• MATCHING PEOPLE TO POSTS AND VACANCIES
By rank order of matches for the whole group By individual results for each person By comparative results for each competence
RANGE OF LEVEL
• DETERMINES WHETHER A MATCH CAN BE MADE
Set both a low and a high level Set a low level but not a high level Set a high level but not a low level Not set a level at all
SHIFT ALLOCATION
• Shift workers work in three shifts.
10pm-6 am 6am-2pm 2 pm- 10 pm
• Rotation in shift takes place every fortnightly • Considers Sanctioned Leave From Leave Application System • Allocates taking into consideration other constraints • Manager needs to Approve System Generated Allocations manually
SHIFT ALLOCATION CONFIRMATION
Hiring & Recruitment
Hiring/Recruitment
?
The recruitment process consists of the following sub components:
? Workforce Requirements and Advertising ? Applicant Administration ? Selection of Applicants
WORKFORCE REQUIREMENTS AND ADVERTISING
CREATING AND MANAGING VACANCIES ? Report to Department ? Candidate Pool ? Primary Work Location ? Job Code ? HR Contact ? General Comments ? Approvers Inputs: Inputs obtained from Organizational Management, which keeps a track of vacancies. Managers also raise vacancy manually . Output: Report on number of vacancies and vacant positions.
MANAGING ADVERTISING/NOTIFICATION MEDIA AND ADVERTISEMENT COSTS Inputs: The different modes of advertisements, their costs and effectiveness (In a scale of 1-5). It also takes the requirements from the requisition and the sources. Output: Proper sourcing strategy and the most effective advertising media for that strategy.
Application Administration
?
Manages all applications received by the company. Company invites a soft copy of resumes and applications from the applicants. These applications and resumes go into the central database of the company.
?
?
DECISION SUPPORT SYSTEM FOR HIRING AND RECRUITMENT
?
Used for preliminary short listing of applications received for vacancies.
?
A basic minimum criterion for short listing candidates (fresh graduates) is described on the basis of marks obtained in the degree and the Undergraduate College of candidates.
Selection of Applicant
?
Once interview is done, interview panel made to fill feedback sheets. The same are collected by the recruiter On the basis of this feedback offer is made. Feedback also entered into the recruitment system for a later date. If a candidate accepts the offer his resume is deleted from the database that holds other resumes of prospective candidates. An MIS report is generated here giving the status of the selection process i.e. the requirements of the company, candidates assessed and how many have been recruited.
?
?
?
Compensation Administration
Why?
Differentiate between one’s remuneration strategies and those of the competitors
•
•Empower
line managers within a framework of flexible budget control
•Control
bottom-line expenditures
Job Pricing
JOB ANALYSIS Create internal job and job decriptions SELECT SURVEY PROVIDER Organisation decides which surveys to participate in RECEIVE SURVEY SUBMISSION FORM (ONLINE, DISK, EXCEL, etc FROM THE SURVEY PROVIDERS
WEIGHT DATA Weight market data from different providers
JOB MATCHING Match internal jobs to the survey jobs
IMPORT DATA Upload job catalog, description and market data to the system
COMPILE MARKET DATA Create market composite result for internal jobs from matched survey jobs
DATA ANALYSIS Evaluate and compare to current internal compensation
DETERMINE MARKET GAP Identify which job or job families require adjustments
ACTIVATE ADJUSTMENT Adjust the current salary structure with the new structure
ADJUST SALARY STRUCTURE Create proposal for salary structure adjustments to “lead” or “lag” the market
Integration of Compensation Management system with other modules
Leave/Attendance Administration
Attendance
•
Management keeps record of attendance of its employees and also leaves availed by them through this system. • Punch card attendance system is followed for workers. • Time at which workers enter factory also recorded. • Data Goes to a central system. This central system stores data in Excel sheet type format. • This data processed by the system to give record of total days attended.
Leave Administration – IT enables policy improvement
•
•
•
The supervisor keeps a record of the leaves of the shop floor workers. A supervisors’ account is created. Within his account he can access records of all the workers under him. Supervisor fills in the preapplied leaves of the workers in this system.
•
•
• •
The system provides for entering additional information in every employee’s leave record. In case of a worker falling sick the medical information (the prescription no. etc) is also updated in their records along with the medical illness. This helps keep a database of the illnesses that the employees on shop floor are contracting. This is vital for general well being of the company employees and also serves to the best interest of the company by putting right man for the right job.
Leave Administration
•
Same system is used by higher level employees to fill own leave details in same manner as done by supervisors . • System keeps a record of the leaves taken by these employees and gives remaining leave balance of an employee as the output.
•
Information from this system accessible to managers to plan the resource allocation for various projects depending on the resource availability. This includes shift allocation . • System interfaced with manpower planning system to show the availability or non availability of a particular resource at any given date to be used for resource planning. Manager also provides consolidated result to the payroll department for salary administration.
Career & Succession Planning
Career & Succession planning
• •
Enables ABC ltd. to manage its talent pool. Possible career goals identified and career plans drawn • Succession Planning used to find right people to fill the critical positions quickly if they become unoccupied. • Career and Succession Planning has two main goals.
? to advance employees’ professional development within a company ? to ensure that necessary staffing requirements are met.
?
For both career and succession planning qualifications dataset taken as the input from the manpower planning (skill matching) module.
Succession Planning
•
System finds the best match for a particular post. • Executed taking the required skill set as the input. • This skill set compared to the skill sets of various employees. • Based on the results of the comparison the system gives a list of potential candidates for the particular post. • It defines whether the candidate needs any training or not depending on the skills that may (or may not) be lacking.
Career Planning
•
•
• •
Qualities that can or need to be developed pave the roadway for training and development. Trainings also designed keeping the likes and dislikes of the employee in the mind. Work profile assigned to the employee is determined by his qualifications Leads to effective career planning and high satisfaction among employees.
Object Description
Employee id
Qualification ID
Qualification
Preferences
Description
Object type
Proficiency
description
Proficiency
Potentials
Essential
Object ID
P
101
91000064 Mr Sam Chow
10020003
Business
4
Master's degree
10000053
10000973
10000056
10020049
Leadership Skills
5
Very Good
X
10020051
Presentation Skills
5
Very Good
10020052
Project Management Skills
2
Adequate
X
C
10000042 Director
10020003
Business
3
Bachelor's
X
degree
10020049 Leadership Skills 10020051 Presentation Skills S 10000063 Director Sales 10020051 Presentation Skills 10020052 Project 2 Adequate 3 of 10020003 Business 3 Bachelor's degree Average 3 Average X 3 Average X
Management
Skills
Dislikes
Executive Information System
Executive Information System
•
Informs top Levels of the HR Dept. of the prevailing satisfaction levels among the employees. • vital to controlling attrition and creating a better workplace. • Employees made to fill an electronic survey that tries to bring out the satisfaction level of the employees with their respective jobs. • Compilation of this data from all the teams goes to the senior management. • This data is used by them to assess the satisfaction level in the employees. • In case of low overall satisfaction level, the senior management can probe and see the actual figures for individual teams. Input: The online Employee satisfaction survey filled by the employees. Output: Final satisfaction levels quantified.
Team Name
No. of people
Second First Level Level Departme Manager Manager nt Location
Satisfactio n Level
P1
Bharat 10 Agarwal
Vishal Saksena
Productio n Nagpur
8
M1
Vishal 8 Tripathi
Vishal Saksena
Marketing Nagpur
5
Business Process Reengineering
BUSINESS PROCESS REENGINEERING (BPR)
We reengineer the post selection procedure. OLD PROCESS: ? After a new recruit joins an organization, s/he has to manually fill up a number of forms like PF, gratuity, employee pension scheme, medical pension scheme, as well as some internal schemes, like medical card, or internal club HR membership cards, etc. fills up the and admin dept. Employee The department sends relevant forms to information in all the concerned (HR&A)
?
the employee (new recruit) forms (separately) enters relevant data on their database
REENGINEERED PROCESS ? Since company is planning to expand its employee base, manual filling of forms would become cumbersome. Keeping future expansion in mind the process is being reengineered as follows:
The new recruit fills up his personal details in an electronic interface once
Data filled up once, automatically appears in all forms, thus removing redundancy
For records all the forms are still kept/ stored with employee's signature over them
THANK YOU
doc_677739335.pptx