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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
Education
Benefit
Recruiting Hiring And Termination
administration
training

THE
FIRM
Potential Retired
Employees EMPLOYEES Employees

DATA MANAGEMENT

ACTIVITIES OF HRM
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 Work force


Resources management
Research HRM Users
subsystem database Compensation
subsystem
ENVIRONMENTAL
SOURCES
Human
Resources Benefit
Intelligence subsystem
system

Environmental
Reporting
SUBSYSTEMS OF HRM
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 PROJECT USER PROJECT


MANAGEMENT MANAGEMENT MANAGEMENT

MIDDLE USER PROJECT


MANAGEMENT PROJECT TEAM TEAM
SUPERVISORY
MANAGEMENT PROJECT USER ANALYSTS/
AND OPERATION ANALYSTS/DESIGNER DESIGNERS
HUMAN RESOURCE MANAGEMENT- DEVELOPMENT
PHASES
TRAI NI NG AND CO MP ENSA TION
STAFF IN G
DEVELOP ME NT ADMI NI STRATI ON

•SUCCESSION
•MANPOWER •CONTRACT
STRATEG IC
PLANNING
PLANNING COSTING
•PERFORMANCE
SY STEM •LABOUR FORCE •SALARY
APPRAISAL
TRACKING FORECASTING
PLANNING

•COMPENSATION
TACT ICAL •LABOUR COST EFFECTIVENESS
•TRANNING
ANALYSIS AND AND EQUITY
SY STEM EFFECTIVENESS
BUDGETING ANALYSIS
•CAREER MATCHING
•TURNOVER ANALYSIS •BENEFIT PERFERENCE
ANALYSIS

•RECRUTING
OPE RATI ON AL •SKILL ASSESSSMENT •PAYROLL CONTROL
•WORKFORCE
SY STEM •PERFORMANCE •BENEFITS
PLANNING/
EVALUATIONS ADMINISTRATION
SCHEDULING
CLASSICAL PERSONNEL RECORDS ENVIROMANTALLY
PERSONNEL REQUIRED
FUNCTION EMPLOYEE PROFILE FUNTIONS
EDUCATION RECORDS
PAYROLL DATA
RECRUITING EEO COMPLIANCE
HIRING
ssssJOB EVALUATION
ssssPERSONNEL
Ssss REQUIREMENT GENERAL
PLACEMENT RETRIEVAL AND
AFFIRMATIVE ACTION
ssssCARREER PLANS PROCESSING
ssssSPECIFIC JOB
TRAINING OPERATING
ssssSKILLS MANAGEMENT
Ssss INTENTORY PERSONNEL OSHO-HEALTH/SAFETY
ssssSKILLS SPECIALISTS
Ssss REQUIREMENTS
COMPENSATION
ssssPAYROLL
ssssBENEFITS ERISA PENSION
MAINTENANCE MARKETING
ssssABSENTEEISM PRODUCTION
Ssss TRACKING FINANCE, AND
ssssORGANIZATION OTHER MAJOR
Ssss CHARTS SYSTEM
DATA - FLOW -
DIAGRAM
(DFD)
ZERO Level DFD
EMPLOYEE
MASTER TABLE
Bank
Deduction, Statement
1.0
Authorization & BANK
EMPLOYEE Time Sheet
Payroll
System
Time Sheet
ACCOUNT
2.0 EMPLOYEE
DEPARTMENT Time Sheet
d Prepare
Deduction Approval Pay Cheque
Reports
Payroll PAYCHEQUE &
Summary EARNING

PREPARATION PAYROLL
Personal
OF Information MASTER TABLE
REPORTS Tax Reports
GOVT. AGENCIES
Level - 1 DFD
1.1
Signed Muster Prepare Verified Muster ATTENDANCE
Attendance & TABLE
EMPLOYEE
Leave Record New Leave
Pay Slip Record
LEAVE RECORD
TABLE
EMPLOYEE
MASTER TABLE 1.2
Prepare Deduction
Old PayRoll Record
Payroll
Details CURRENT
New PayRoll Record Register PAYROLL TABLE

Payroll Sheet Detail


Employee Payroll
Record 1.3
Bank Prepare
ACCOUNT Statement Bank Statement
Bank Statement & BANK
DEPARTMENT Deduction & Deduction report
Report
Level - 2 DFD for Prepare Payroll Register

Old Payroll 2.1 Current Payroll


CALCULATE
EMPLOYEE PAY PAYROLL
MASTER TABLE TABLE
Updated Payroll

2.2 Payslip
PRINTED PAY
REGISTER PRINT PAY EMPLOYEE
REGISTER &
PAY SLIP
DEDUCTION
Payment Details SUMARRY
2.3

Prepare SALARY
Salary Summary 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

DESCRIPTION : Give the Pay Details Of The


Employee For The Month
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 : Attendance and Leave Register


FLOW

OUTGOING DATA: Payroll Record


FLOW

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 : Updated Payroll Record From


FLOW Process 2.0

OUTGOING DATA: Old Payroll Record To Process 2.0


FLOW
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 Payroll Record File


o Employee Information File
o Performance Record File
o Training Record File
o Customer Service File
o Health & Safety Record File
Example of structure of
Employee File
Name Emp Id Bdate Address Sex Salary Project

Eliza 23 12 Nov. Sec. 22, F Rs. 2400 Negi Soft


chd.

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: Interpersonal
2: Informational
3: 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. The Internal Reporting System


2. The Human Resource System
3. The Human Resource Intelligence system
4. 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 By:

M.C.A. 2ND YEAR


ROLL NO: 21 TO 30