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Global Competitiveness:
Challen es and Best Practices in HR
SCOPE International HR mmi -
NB
ASE STUDY
Reimagining HR
Global Competitiveness & New
Age Workforce
Narender Singh, DGM (HRM)
Raveesh Kumar Sethi, Manager (HRM)
BCC (India) Limited, for- Background from one project to another due
merly known as National With concentration of the man- to nature of business of com-
Buildings Construction agement to be a Engineering ma- pany, sometimes it was difficult
:nation Ltd, is a blue-chip jor, priority of development and for HRM Department to track
ent of India Navratna adoption of best Human Reso- APARs of employees which used
ic Sector Enterprise function- urces practices matching industry to delay convening of DPC activi-
under the aegis of Ministry standards took a back seat. Being ties which was one of the cause of
Urban Development. Listed a Government Organization, demotivation among employees.
both the Stock Exchanges, company had adopted various wn application by employees
company's unique busi- procedures and practices pre- seeking APARs were all time high
aess model has today, made it vailing in Central Government which used to keep one to two
out as a largest PSE in the Offices and major activities of employees of HRM Department
a truction sector and a leader HRM Department were concen- always engaged in getting photo-
ith more than 1NR 70000 Crores trated on service matters such copies of AFAR of employees.
order book. The Company has as leave, attendance, pay fixa-
It is essential to point out here
legistered A substantial 32% tion etc. Appraisal Process of the
that the performance of the orga-
Growth in top line during FY company (AFAR Process) was
in operation in line to procedure nization among its peers in indus-
3015-16 as compared to previ- try was excelling day by day and
ous year. It has posted a profit of adopted by Central Government
offices. management wished that HRM
lits.311 crores while its total turn-
department should also adopt the
has surged to Rs.5749 Crores Hard copies were issued to em-
prevalent automated HR solution
during FY 2015-16. Having an ployees for writing their self
for AFAR process which is ro-
:immense strength in the con- appraisal which were sent by
bust, transparent, paperless and
struction sector, NBCC has a employees to their subsequent
easy to operate with provision to
PAN India as well as global pres- assessing authorities who were
ence. Company's present areas of placed at distant far location ei- monitor the real time progress of
operations are: ther through courier or postal AFAR activities online on click of
services which lead to delay in the mouse to re -image the HRM
Project Management Consul- finalization of APARs. With hard functioning. _
tancy (PMC) copy APAR process in existence,
Real Estate Development there used to be cutting/ use of Problem Statement
fluid in the APARs and represen- How to transform AFAR process
EPC Contracting tation/ grievances and court cases of the company in online mode
Redevelopment of Government by employees were on rise. With matching industry standards
Colonies frequent transfers of employees which is transparent, easy in
operation by employees and as- per the direction and vision of by employees/ assessing authori-
sessing authorities and can reim- the Management, series of FIRM ties located at project sites.
age FIRM Department. transformations processes were
planned and it was decided that Cost Effectiveness of E-PMS
Key Challenges with the successful implemen- application
Fear of Acceptability of Online tation of this application in ap- SinLe the project of Transforma-
Appraisal application at all levels praisal process , new and mod ern tion of HRM activities was one of
transformation to improve FIRM the initial projects given to FIRM
Accessibility of ERP Application practices can be extended later to
by employees located at far flung Department, efforts were put in
other areas of Human Resource that E-PMS application can be
areas across the country Department. developed using the best web
Cost effectiveness of ERP
technologies which can later be
applications Fear of Acceptability synchronized with the existing
Testing of Developed of Online Appraisal ERP application. To ensure that
Application application at all levels E-PMS application is cost effec-
Data Collection, Verification In order to address the key chal- tive and all features starting from
and storage lenge of acceptability of Online tracking the AFAR activities on-
APAR Process by emp loyees at line to provision of Printing dully
Backup and Support
Mechanism all level, major emphasis of task assessed APARs were created
force was towards designing a in the E-PMS application. The
Establishing credibility of FIRM blueprint of a user friendly and application was developed on
Department through transparen- interactive online Appraisal ap- .Net Web Framework (Microsoft
cy in AFAR Process. plication which is easy to use and Technology) matching the indus-
simple to understand. The entire try standards.
Steps taken to online E-PMS application blue-
address the Challe ng es print was commissioned with an
Testing of Dev eloped
With the vision of present approach that employees find it
E-PMS application before roll
Chairman - cum - Managing Dire- easy to login into the application
out to employees
ctor to adopt a technology based with ease and can operate appli-
cation convieniently. The applica- Another major challenge before
automated HRM process which
tion was developed in-house af- HRM Department was user test-
helps bringing in transparency
ter taking into consideration the ing of E-PMS application along-
and operational efficiency in the
working FIRM Department, comfort level of employees using with its various functionalities
Corporate FIRM Division initi- the existing ERP application. right from appraisee to accepting
ated "Project Prayas" for stream- authority level. To ensure that no
lining various FIR practices and Accessibility of ERP Application major glitches are encountered
procedures. The first initiative by employees at distant location by users while operating the ap-
undertaken by FIRM Department plication, application testing was
Since NBCC is an enginee tug
under "Project Prayas" was tran- carried out in house by HRM
organization where majority of
sitioning the Manual AFAR pro- Department. All these activities
employees are located at projects
cess into online mode through were carried out internally before
spread across India and abroad,
Enterprise Resource Planning so the challenge of accessibility the final APARs were rolled out
(ERP) Application for all Group of AFAR by employees located at to employees for writing their self
A&B level employees includ- far location was a major issue for appraisal and assessment by vari-
ing employees at E-8 and E-9 successful execution and imple- ous assessing authorities.
level. A task force of HRM em- mentation of the E-PMS applica-
ployees from PMS section was tion. In order to address this is- Verification of credentials
constituted to implement the sue provision was created in the in APAR by Employees and
Online Appraisal Process. In or- application that part from web- Data Storage
der to ensure that a complete mode the application can also be ,,n,Lto ensure that data in
HR transformation take place as accessed through mobile phones APAR of employees is correct in
L respect, blank APARs were put to ensure that no technical issue with provision of proper storage
to employees with the data. exist during the course of the of records.
Blank APAR format with APAR cycle. To ensure that em-
Aatz were opened to employees ployee don't feel dejected due Establishing credibility of HRM
dir ough E-PMS application for to any technical glitches if they Department through transpar-
their viewing and verification encounter any, following steps ency in APAR Process
credentials. This activity was were taken In order to address the major area
strategized to ensure that every
A back up support Team at of operational transparency dur-
employee could feel the ease in ing the currency of appraisal cy-
HRM Department, was always
eperating the E-PMS application cle, HRM Department organised
available to address the queries
C D one hand and on the other
of the employees and guide them series of dialogues with employ-
hand could give employee chance
about the filling of appraisal ees through informal personal
to review their credential such as discussions and also through of-
reports.
names of reporting and review- ficial communication in form of
ing officers, period of assessment, E-PMS help/guide files were circulars and mailers. To re -in-
name of the project and other made available to employees force employees belief in ensur-
details in APAR. Provision was through ERP, these guide files ing that complete transparency
made for proper Data security walk through employees/assess- exist in APAR process, employees
and storage. ing authorities right from logging were provided with a window
stage to assessment stage. in E-PMS application through
Backup and Support which every employee could
SLC of P MS section was de-
Mechanism view the progress of the APAR
fined and any query by emplo
Since the APAR assessment cyde. F urther, on completion of
yees/assessing authority was
through E-PMS application was Appraisal process, APARs duly
responded back in the shortest
introduced for the first time, assessed by assessing authorities
possible time.
HRM Department strategized are disdosed to employees for
series of actions to ensure that Data security and Data Backups viewing which has helped em-
employee queries were resolved were carried out on daily basis ployees to improve their perfor-
at earliest over the phone or by IT Team to ensure complete mance in areas highlighted by the
e -mails. Steps were also taken safety and security of E-PMS data assessing authorities.
. .,
_t______
Collection of Employee Details from E-PMS application 10th January to 31st
January
2 Opening of Blank APAR forms for verification of employee 15th Feb to 15th March
credentials
3 Opening of APAR form for writing self Appraisal by employees 01 St Week of April
4 Closure of Appraisal process after assessment by all assessing au- 15th July
thorities including Accepting authorities at various levels
N
BCC (India) Limited, is a blue-chip
Government of India Navratna Public areas often complainedabout absence of efficient
Sector Enterprise under the aegis of mechanism for taking Administrative approvals
Ministry of Urban Development. Listed with and resolving service matter.
both the Stock Exchanges, the company's unique
Slow and lengthy communication process re-
Business Model has today, made it stand out as the
sulted in distorted and delayed information which
largest PSE in the construction sector and a leader
slows down the decision -making process.
with more than INR 70,000 Crores order book. The
Company has registered a substantial 32% Growth Different Units are not able to share the informa-
in top line during FY 2015-16 as compared to previ- tion at a common platform so that it could help other
ous year. It has posted a profit of Rs. 311 crores while units to use the information for achieving common
its total turnover has surged to Rs. 5749 Crores dur- goals. This limits the capability of the company as a
ing FY 2015-16. Having an immense strength in the whole.
construction sector, NBCC has a PAN India as well Th ere were t ho u san ds of pap er do cument s i n
as global presence.
the form of files being dealt in the company on a
The Company's present a eas of operations are il daily basis. Keeping record of all paper documents,
Project Mana-gement Consultancy (PMC). ii) Real their movement, safety, storage and retrieving in-
Estate Development & iii) EPC Contracting & volves lots of time, money and efforts which in turn
Redeve-lopment of Govt. colonies. decreases the efficiency and productivity of th e
company.
Background The physical fi le movement of official files &
Due to diversified business & having its operation documents from remote locations and from, other
in remote areas across the country, it is imperative projects across the country incurs a lot of time and
for NBCC not only to establish a system for timely requires an extended tracking from table to table
completion o f projects & meet the deadlines but before the final decision.
als o t o u pdate, enhance and change t he syst em
from time to time in line with the emerging trend
Key Challenges
and challenges by adopting new technologies. To
achieve this in efficient manner, HRM department It was felt by the NBCC management, that the need
of NBCC set to play a pivotal role. The vision of of hour in this situation was to have a system in
our CMD towards HR automation including paper- place where an authorized employee could locate
less working and the flagship program of Digital the required documents and files in th e sho rtest
India Movement initiated by Government of India possible time, update and share them with other rel-
further acted as a driving force to initiate a change evant users and eventually store them with proper
from conventional file -paper working to paperless references. This provides NBCC a valuable insight
technology based working in the organization. to the need for creation of e -services portal.
After approval, file Is returned to the initiator by marking the same for
further necessary action.
Initiated and approved filesare searched for future reference. Launch of a - Office
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Personalised Email IDS to all Resources at both ends of the spectrum. "YGen's" enthusiasm
The uniqueness of NBCC is its presence in every for trying new things could be used to encourage
nook and corner of the country and in several for- a culture of innovation. Batches mixed with young
eign countries. Most of the projects are in extremely and old officers were called for interactive sessions
remote locations which are far from cities. and asked for their ideas and suggestions for im-
provement in the presented system. This generated
a sense of belonging among the officers and also
generated a general acceptance among the users.
Effective trainings on e -Office, both external and
internal to every employee of the company to make
this project successful.
I IGITAL PHYSICAL IT officials visited various locations to train the
1 - 1
users on the job.
Outcome
I J Accountability increased, the responsibility of
quality and speed of decision making is now easier
to monitor.
The total cost of the stationery and printing has
Only way to have written communication with
greatly reduced.
them is through email. We took a concerted deci-
All desks are free of physical papers.
sion to create official personalized Email IDs of
NBCC domain for all resources including junior Retrieval and assessing of the files in much more
faster and full proof.
engineers who are at the project locations. The pro-
Promote greater collaboration in the work place
vision of Email id has resulted into a phenomenal
and effective knowledge management.
change in terms of data exchange among executives Files, app rovals are no w t raceabl e and can be
at all levels. Now any message from HO can reach
used at any time in future.
to any of the concerned employee instantly.
Reimaging HR: Global Competitiveness
On Line Property Return and New Age Workforce
Annual Property Return(APR) is mandated by the
The uniqueness of the initiatives taken by HRM de-
Government in which each and every resource in partment for automation, mordinisation and trans-
an organization is supposed to declare assets. The formation of the function has helped in re -branding
process of filing was in hard copy. We were receiv- and re -imaging the department. The initiatives not
ing thousands of pages through postal or through only helped in establishing the credibility of the
courier. It was important to have perfection in terms FIRM Department but also made organization com-
of timelines. Instant retrieval of papers in case of petitive with respect to the best practices followed
requirements was also much more challenging. To by its peers in the industry which is a pre -requisite
get rid of all these challenges it was decided to re- expectation of the new age work force.
ceive the APRs on line. The system is designed in
such a way that without filling the APR on line, the
Going Forward
employee can't access the ERP.
Currently for various functional requirements we
Accepting the challenges and res ponding are using several applications like Eoffice, Data
Though the challenges are big but moving forward management system (DMS), Performance manage-
is the only solution to face the challenges. The chal- ment system, Infra Net, ERP etc. Now the real chal-
lenges were met in the following way: lenge is to integrate all of them under one umbrella.
We are in the process of implementing a ERP in the
We believe that generational differences can actu- system to integrate all.We are at an advance stage of
ally present a positive opportunity for development implementation.