Hrms

“

HUMAN RESOURCE MANAGMENT SYSTEM

What is HRM??? --HUMAN --RESOURCES --MANAGEMENT “ multidisciplinary”

--Factors effecting HR

Human Resource management system (HRMS) ---Merging of HR and Information technology Principal areas of HR functionalities •

payroll module

•

time and labour management module

•

benefit administration module

•

HR management module

OBJECTIVES… EFFECTIVE UTILISATION OF HUMAN RESOURCES ORGANISATIONAL STRUCTURE OF RELATIONSHIP DEVELOPMENT OF HUMAN RESOURCES REWARDS COMPATIBILITY OF INDIVIDUAL GOALS WITH THOSE OF AN ORGANISTION MAINTAIN HIGH MORAL..

HUMAN RESOURCE MANAGMENT SYSTEM ACTIVITIES

SUB-SYSTEMS

RECRUITMENT PLACEMENT TRAINING AND EDUCATION COMPENSATION MAINTENANCE

Recruiting

Hiring

Education And training

Termination

Benefit administration

THE FIRM Potential Employees

EMPLOYEES

DATA MANAGEMENT

ACTIVITIES OF HRM

Retired Employees

A MODEL OF A HUMAN RESOURCE MANAGMENT SYSTEM HRM performs wide variety of applications.

It has six output subsystems

And three input subsystems

Output subsystems Input subsystems

Work force planning

Accounting Information system

Recruiting subsystem

INTERNAL SOURCES

Human Resources Research subsystem

ENVIRONMENTAL SOURCES

Work force management HRM database

Human Resources Intelligence system

SUBSYSTEMS OF HRM

Users Compensation subsystem Benefit subsystem Environmental Reporting

Feasibility Study phase

Introduction As we all are aware of the fact that manpower plays a vital role in every kind of organization. so to make the proper use manpower resource feasibility study is needed. The Topic that we are covering in are presentation is feasibility of manpower resource, which is known as HR management in today’s corporate world.

Feasibility Study focusing manpower • A feasibility study phase provides the analyst with a more thorough understanding of the problems, opportunities related to personnel’s. • A feasibility study should be conducted to determine the viability of an idea before proceeding with the development of HUMAN RESOURCE.

Various aspects of Feasibility study of Manpower Feasibility study on human resources provides us information regarding the personnel’s : 

     .

Recruitment Placement Evaluation Performance appraisals Compensation and Development of the personnel’s of an organization etc

Objective of feasibility study in HR  To increase the efficiency of personnel’s  To recruit the most suitable personnel for most suitable job.  To increase the benefit and lessen the cost.

Types of feasibility  Technical feasibility Here one ask the question like : can the personnel’s work with existing technology??? Are the personnel updated with latest technology??? Are they aware of the technical knowledge??? If not what would be the solution….. .

The solution is either to hire personnel’s from outside or to provide training to the existing staff



Economic feasibility

As the world denotes that the economic feasibility means more benefit at less expenditure . So every organization must keep in mind while recruitments of the personnel’s that more people should not be employed than required as it can raise the cost.



Motivational feasibility Motivation plays a vital role in overall improvement in terms of efficiency of personnel’s. As through motivation more and more work with grater efficiency can be taken away from employees

Different ways of motivations are: →Performance appraisals

→Training and development →Improving working condition as par their health and security. →Incentives and perks etc.

•

Operational feasibility

Before switching to new technology, it mainly examines whether the employees at work are comfortable with organizational frame work.. Are the Requirements, specifications and design clearly explained to the employees, so that they conduct their operations successfully.

• Political feasibility It is perhaps the most power full type of feasibility. As every political system is biased. Because government issues, new polices which can effect the moral of the personnel’s at a larger extent. Hence these are the different types of feasibility having different effects on the conduct of personnel’s.

What Next? •

After the feasibility study has been completed, a Feasibility Report is prepared covering following aspects.

• •

Basic information about the personnel’s The expectations as regards development schedule and manpower resources Highlighting the requirements of personnel’s. A gist of Technical, economical, Operational, motivational and political feasibility assessment.

• •

.

SYSTEM ANALYSIS

SYSTEM ANALYSIS The analysis of the system is the basic necessity for an efficient system design.The need for analysis stems from the following points:

 To redefine or reset the objectives as a reference point in context of the current business requirement.

 To establish the system boundaries that define the scope and coverage of the system.

SYSTEM ANALYSIS STAGES The different stages as followed in the system analysis of the HR management information system are : 2. ORGANISATIONAL ANALYSIS 

A Human Resources Information System, is a system that lets you keep track of all your employees and information about them.



An analysis of the existing information system is necessary to propose new HRIS.

3. CURRENT SITUATION ANALYSIS 

Here we analyze a company’s competitive situation, develops its strategic goals and mission, it’s external opportunities and threats, and its internal strength and weaknesses to generate alternatives.



Also a plan of actions and deployment of resources is determined to achieve the pre-specified goals.

CONTINUED… 3. FUNCTIONAL REQUIREMENT ANALYSIS  A HR MIS performs different functions such as HR planning, recruitment, selection ; HR development and training; safety and health; HR research and so on.  The goal of the analysis phase is to identify user’s requirements in the proposed system like HR planning i.e. the process of determining the human resource needs of an organization and ensuring that the organization has right no. of qualified people in the right jobs at the right time.

Methods of forecasting and planning Hr needs are judgmental methods such as managerial estimates,scenario analysis.

STRATEGIES FOR HR REQUIREMENT DETERMINATION The methods for forecasting and planning HR needs are : INTERVIEW …  A face to face method for collecting data.  It may be formal or informal, questions asked may be structured or unstructured.  Success of an interview depends on the skill of the interviewer and on his or her preparation for the interview.

QUESTIONAIRE …  

A structured questionnaire can be used to collect data. The questionnaire is pre-tested, modified, and used to capture data on a cross-section of HRIS users. There are four parts to the questionnaire:  profiles of organizations;  application of HRIS;  perceptions of the barriers to the implementation of HRIS and perceptions of the benefits achievable through HRIS; and  profiles of the respondents.

CONTINUED….. RECORD REVIEW …  Analysts examine recorded information about HR system and its users.  Skill inventory and management inventory can be used to specify all available data about current employees.  Disadvantage is that documentation on the existing system may not be complete and up to date.

OBSERVATION …  Refers to the process of recognizing and noticing people, objects and occurrences to obtain information.  It is time consuming and costly.

SYSTEM REQUIREMENTS IN HRM

REQUIREMENTS ANALYSIS  DEFINITION: Define the system's functional architecture in terms of the operations/events that must be performed in order to meet the mission goals of the system. This proceeds in a top-down hierarchical nature and is independent of allocation to hardware, software, or humans. The goal of the function analysis is to assist in defining and allocating functions to the human that are best suited to their capabilities and limitations. Identify Functional Requirements: Identify and articulate the activities, tasks, or actions required to achieve the stated system mission.  Identify Performance Requirements: Identify and articulate the performance capabilities required to successfully meet the stated system mission.

Define Measures of Performance: Define the metrics by which the performance of the system will be assessed.  Define Human Role Strategy: Determine what decisions and activities within the operation of the system are required to be performed by humans or are not allowed to be performed by humans. This defines the intended balance between automation technology and human control. Potential human roles in the system include operator, maintainer, sensor, manager, supervisor, analyzer, decision maker, information manager, backup to equipment, or any mix of such roles. Alternative Human Role Strategies may be developed for later comparison. The Human Role Strategy will be used to guide the allocation of functions.

 Identify Required Infrastructure: Based on the definition of the system boundaries, identify the infrastructure that must be created or maintained to support the system. Infrastructure includes items that may not typically be considered to be part of the system, such as supply networks, transportation, and logistics issues.  Identify Interfaces with Other Systems: Based on the definition of the system boundaries, identify other systems (current and anticipated) with which the system under design will interact and characterize these interfaces. Differences between legacy systems, future systems, and the system under design must be identified.

 Define Personnel Requirements: Define the qualitative attributes of the manpower requirements. Personnel factors include the abilities, skill levels, experience, physical constraints and force management policies (e.g. recruitment and retention) needed to execute the required tasks.

Define Training Requirements: Define the required instruction and applied exercises, to include measurable and specific performance level, for acquiring and retaining knowledge, skills and abilities (KSAs) necessary to prepare personnel to operate, maintain and support all system components in the required operational environment throughout the system life cycle.

 Define Safety Requirements: Define the safety factors including equipment/system design features, performance specifications and training that reduces the potential for human or machine errors or failures that cause injury or death within the constraints of operational effectiveness, time and cost throughout the equipment/system life cycle.

 Define Personnel Requirements: Define the qualitative attributes of the manpower requirements. Personnel factors include the abilities, skill levels, experience, physical constraints and force management policies (e.g. recruitment and retention) needed to execute the required tasks.

Define Training Requirements: Define the required instruction and applied exercises, to include measurable and specific performance level, for acquiring and retaining knowledge, skills and abilities (KSAs) necessary to prepare personnel to operate, maintain and support all system components in the required operational environment throughout the system life cycle. Develop Manpower Guidelines: Estimate the limitations on manning of the system under design, either in total number of operators, users, and maintainers or by KSAs (knowledge, skills, and abilities).  Develop Personnel Guidelines: Estimate the limitations on personnel for the users and maintainers of the system under design in terms of career pipeline, recruiting ability, personnel management, etc.

Develop Training Guidelines: Estimate the limitations on training for the users and maintainers of the system under design. Training will be limited by factors of cost, time, and personnel availability.  Develop Safety Guidelines: Provide guidance for system development to ensure that safety factors are taken into consideration early in the design process.  Develop Human Engineering Guidelines: Provide guidance for system development to ensure that humans are adequately engineered in the system.

This includes descriptions of human performance principles, models, measurements and techniques.

Analyze Feasibility & Internal Compatibility of System Requirements: Examine the system requirements (including mission requirements, human requirements, and job/task requirements) for discrepancies or conflicts within the requirements themselves and for variances with respect to established system characteristics such as infrastructure, interfaces with other systems, and user characteristics. Examine the system requirements for estimates of feasibility.  Define Human Requirements Baseline: Establish the baseline system requirements that ensure human capabilities and limitations that directly contribute to, or constrain, total system performance are accounted for.

SYSTEM DEVELOPMENT

HRM CONTROL OF SYSTEM DEVELOPMENT CORPORATE STATEGIC PLANNING GROUP STEERING COMMITTEE SENIOR MANAGEMENT

PROJECT MANAGEMENT

USER PROJECT MANAGEMENT

MIDDLE MANAGEMENT

PROJECT TEAM

USER PROJECT TEAM

SUPERVISORY MANAGEMENT AND OPERATION

PROJECT ANALYSTS/DESIGNER

USER ANALYSTS/ DESIGNERS

HUMAN RESOURCE MANAGEMENT- DEVELOPMENT PHASES STAFF IN G

STRATEG IC SY STEM

TACT ICAL SY STEM

OPE RATI ON AL SY STEM

•MANPOWER PLANNING •LABOUR FORCE TRACKING

TRAI NI NG AND

CO MP ENSA TION

DEVELOP ME NT

ADMI NI STRATI ON

•SUCCESSION PLANNING •PERFORMANCE APPRAISAL PLANNING

•CONTRACT COSTING •SALARY FORECASTING

•LABOUR COST ANALYSIS AND BUDGETING •TURNOVER ANALYSIS

•TRANNING EFFECTIVENESS •CAREER MATCHING

•COMPENSATION EFFECTIVENESS AND EQUITY ANALYSIS •BENEFIT PERFERENCE ANALYSIS

•RECRUTING •WORKFORCE PLANNING/ SCHEDULING

•SKILL ASSESSSMENT •PERFORMANCE EVALUATIONS

•PAYROLL CONTROL •BENEFITS ADMINISTRATION

CLASSICAL PERSONNEL FUNCTION RECRUITING HIRING ssssJOB EVALUATION ssssPERSONNEL Ssss REQUIREMENT PLACEMENT ssssCARREER PLANS ssssSPECIFIC JOB TRAINING ssssSKILLS Ssss INTENTORY ssssSKILLS Ssss REQUIREMENTS COMPENSATION ssssPAYROLL ssssBENEFITS MAINTENANCE ssssABSENTEEISM Ssss TRACKING ssssORGANIZATION Ssss CHARTS

PERSONNEL RECORDS EMPLOYEE PROFILE EDUCATION RECORDS PAYROLL DATA

GENERAL RETRIEVAL AND PROCESSING OPERATING MANAGEMENT PERSONNEL SPECIALISTS

MARKETING PRODUCTION FINANCE, AND OTHER MAJOR SYSTEM

ENVIROMANTALLY REQUIRED FUNTIONS EEO COMPLIANCE

AFFIRMATIVE ACTION

OSHO-HEALTH/SAFETY

ERISA PENSION

DATA - FLOW DIAGRAM (DFD)

ZERO Level DFD EMPLOYEE MASTER TABLE

EMPLOYEE

Deduction, Authorization & Time Sheet

1.0 Payroll System

Bank Statement

BANK

Time Sheet

ACCOUNT DEPARTMENT Time Sheet Deduction Reports Payroll Summary

PREPARATION OF REPORTS

d Approval

EMPLOYEE

2.0 Prepare Pay Cheque

PAYCHEQUE & EARNING Personal Information

PAYROLL MASTER TABLE Tax Reports

GOVT. AGENCIES

Level - 1 DFD Signed Muster

EMPLOYEE

1.1 Prepare Attendance & Leave Record

Pay Slip

EMPLOYEE MASTER TABLE

TABLE New Leave Record

LEAVE RECORD TABLE

1.2

Old PayRoll Record New PayRoll Record Employee Payroll Record

ACCOUNT DEPARTMENT

Verified Muster ATTENDANCE

Prepare Payroll Register

CURRENT PAYROLL TABLE

Payroll Sheet Detail

1.3 Bank Prepare Statement Bank Statement & Deduction & Deduction report Report

Deduction Details

Bank Statement

BANK

Level - 2 DFD Old Payroll

for Prepare Payroll Register

2.1

Current Payroll

CALCULATE PAY

EMPLOYEE MASTER TABLE

PAYROLL TABLE

Updated Payroll

PRINTED PAY REGISTER

2.2

PRINT PAY REGISTER & PAY SLIP

Payslip

EMPLOYEE DEDUCTION SUMARRY

Payment Details 2.3

Prepare Salary Summary

SALARY SUMMARY TABLE

DATA - DICTIONARY

DATA DICTIONARY For DATA-ELEMENT Data Dictionary For DATA-ELEMENT -> Emp_Code DATA ELEMENT

:

Emp_Code

DATA DESC.

:

A Unique Permanent Code Assigned To Each Employee

TYPE

:

Char

LENGTH

:

5

ALIASES

:

EC,E_Code

RANGE

:

00001 to 99999

DATA STORE

:

EMPLOYEE MASTER TABLE, PAYROLL MASTER TABLE

DATA DICTIONARY For DATA-STRUCTURE Data Dictionary For DATA-STRUCTURE -> PAY SLIP DATA STRUCTURE : Pay Slip Give the Pay Details Of The Employee For The Month

DESCRIPTION

:

CONTENTS

: Emp_Code, Ename,Grade, Basic_Pay, Deductions

VOLUME

: 200 per month

USED IN PROCESS : 2.2 DATA FLOW

: Print Pay_Register & Pay_Slip

DATA STORE

: Current Payroll Table

DATA DICTIONARY For DATA-FLOW Data Dictionary For DATA-FLOW -> Payment Details DATA FLOW NAME: Payment Details DESCRIPTION

:

Net Pay for the after Deductions

SOURCE PROCESS : 21. DEST. PROCESS

: 2.2

VOLUME

:

200 per Month

DATA DICTIONARY For PROCESS Data Dictionary For PROCESS -> Calculate Pay PROCESS NAME :

Calculate Pay

INCOMING DATA : FLOW

Attendance and Leave Register

OUTGOING DATA: FLOW

Payroll Record

LOGIC SUMMARY:

This Process Calculate the Total Pay if Deduction >0 Pay is salary minus deduction

DATA DICTIONARY For DATA STORE Data Dictionary For DATA STORE ->Employee Mast.Table DATA STORE NAME :Employee Master Table DESCRIPTION

:Employee Details

INCOMING DATA : FLOW

Updated Payroll Record From Process 2.0

OUTGOING DATA: FLOW

Old Payroll Record To Process 2.0

Physical Design

Physical Design

Logical Design

Physical Design

In Physical Design phase We implement the proposed logically designed system.

Physical Design phase • Physical construction produces program software files and a working system. In this phase we construct data storage file structures, process files, and design user interfaces

Things to be done • Select equipment • Specify new Programs or Change to existing Programs • Specify new Database or Change existing database • Produced detail Procedures

Human Resource Management System Tasks Data Storage File

1. Data storage file design 2. Process design 3. User interface design Process Design User Interface

Data Storage File Design In Human Resource management system while designing data storage files, first of all we will identify the entities and their attributes for each data file about which the information will be stored Some of the data storage files in Human Resource management system will be: o o o o o o

Payroll Record File Employee Information File Performance Record File Training Record File Customer Service File Health & Safety Record File

Example of structure of Employee File Name

Emp Id

Bdate

Address

Sex

Salary

Project

Eliza

23

12 Nov.

Sec. 22, chd.

F

Rs. 2400

Negi Soft

Preeti

24

11 Dec.

P.G.I

F

Rs. 7000

Sharma Soft

Shweta

25

10 Feb.

Hostler

M

Rs. 300

Sukhija Soft

Menka

26

6 May

Hostler

F

Rs. 5000

Sony Soft.

Manu

27

26 May

Hostler

F

Rs. 9000

BJ Soft

Process Design Different process files will be designed to hold the coding for different processes

In our system some of the process file example are: • Employee Information File • Employee Performance File • Human & Safety File • Training File • Customer File and many more….

User Interface Design • User interfaces can be categorized into main categories: • Input Interface Design • Output Interface Design

Input Interface Design •

Input screens are basically input form which are used for Data Entry from user. • In Human Resource Management System different input screens will be: • • • • • • • • • •

Payroll Recruitment & Selection Performance Measurement Exit & attrition Studies Executive development Health & Safety Program Team Building Customer Service Time Management Training

Output Interface Design

Output Interface Design • Output screens are basically used for displaying result of user queries or reports. • In H.R Management System different output interfaces will be: • • • •

Training Report Screen Human & Safety Report Screen Employee Report Screen Employee Performance etc…

System testing

Why we do testing: • Once the source code of HRIS generated, the HRIS s/w tested to uncover as many as errors are possible before deliver it to HR manager. • Exercise the internal logic of every component of HRIS. • Exercise the i/p & o/p domain of the program to uncover errors in program function, behaviour & performance.

What are the steps that we follow • The internal program logic of HRIS is exercised using white box test case design. • The software requirements of HRIS are exercised using the black box test case design.

Control structure testing • Condition testing: The conditional testing method focuses on testing each condition in the process of HRIS to ensure that it does not contain error. eg: In emp table the age of employee should be greater than 20. We do testing on this by entering the age less than 20.

• Loop testing: loop testing is white box testing technique that focuses exclusively on the validity of loop construct. eg: A HR manager hires some worker, then how many days they work they get salary according to that. The loop testing helps in checking that whether the correct amount is calculated or not.

Equivalence partitioning testing • It divide input domain of a process in HRIS into classes of data from which test cases can be derived. eg: The salary range of employee is 5000-15000,we divide the salary range in to different group let 0-2500, 5000-16000, 25000-35000. When we apply testing, first & last group give error. Only 2nd one is fulfilling the condition. • The groups that we made are equivalence classes & equivalence class represents a set of valid or invalid states for input condition.

Here are some guidelines for defining the equivalence classes:• If i/p condition specifies a range, one valid and two invalid equivalence classes are defined. eg: salary attribute of employee in payroll process defines a range. • If an i/p condition specifies a member of a set, one valid and one invalid equivalence class are defined. eg: the qualification of an employee is selected from a set.(BA, B.COMetc) • If an i/p condition is Boolean ,one valid and one invalid class are defined. eg: In the attendance table there only yes or no entry. Either employee is in office or not.

Boundary value analysis • Most possibility of occurrence of an error in HRIS is at the boundary of the i/p domain rather than at center. eg: On entering data in emp table the salary range of a worker is in b/w 3000-8000,the enteries b/w 3000-8000 is accepted by table. We must test below 3000 & above 9000. • The i/p condition satisfy most of the values on emp table. We also test on the boundary values. eg: The internal data structure of emp table has set the emp_name of length 15 bits, so we design test case to exercise the data structure at its boundary.

Alpha testing • Done by the HR manager at the developer site. • The HRIS s/w used in natural setting by HR. • The developer record all errors and usage problem that HR faced. eg: HR manager test the payroll slip and enters the data relevant to it, then check the pay slip. The errors which comes in it is recorded by the developer.

Beta testing • Conducted at the HR manager site. • It uses all live data. • The HR manager records all the problems that he encountered. • HR reports all problems to the developer at regular time interval. • The s/w engineers made modification and prepare final HRIS s/w.

Summary

Human Resource Management System

Human Resource Management are intended to support management decision making. Management has five distinct functions and each requires support from an HRMS.

Which are : Planning Organizing Coordinating Decisions Controlling

Human Resource Management have to be designed to meet the way in which managers tend to work. Research suggests that a manager continually addresses a large variety of tasks and is able to spend relatively brief periods on each of these.

Given the nature of the work, managers tend to rely upon information that is timely and verbal (because this can be assimilated quickly), even if this is likely to be less accurate then more formal and complex Human Resource Management.

Human Resource Roles Human Resources play at least three separate roles:

1: 2: 3:

Interpersonal Informational Decisional

HRM, in electronic form or otherwise, can support these roles in varying degrees.

Decision Making Levels Three levels of Human Resource can be distinguished from one another: 1. Control (or tactical) 2. Operational 3. Strategic Again, HRM has to support each level. Strategic decisions are characteristically one-off situations. Strategic decisions have implications for changing the structure of an organization and therefore the HRM must provide information which is precise and accurate. Control decisions deal with broad policy issues and operational decisions concern the management of the organization.

Human Resource Management’s Components A Human Resource Management has four components: 1. 2. 3. 4.

The Internal Reporting System The Human Resource System The Human Resource Intelligence system Human Resource Models

Internal reports include orders received, inventory records and sales invoices. Human Resource research takes the form of purposeful studies either ad hoc or continuous. By contrast, HR intelligence is less specific in its purposes, is chiefly carried out in an informal manner and by managers themselves rather than by professional HR researchers.

Benefits of HRMS 1. If a new enhancement is being approached in the employee’s environment, we can determine, in advance, the enhancement in organizational infrastructure. 2. It influences the employee to do work effectively and efficiently. 3. It improves the working condition and performance of the employee. 4. It can increases both the productivity and the quality of the personnel in order to increase the revenue of the organization.

Hence, Human Resource Management System is very useful for any organization in more than one spheres.

Thanks Submitted M.C.A. 2ND YEAR ROLL NO: 21 TO 30

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