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

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

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

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

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

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

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

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

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

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

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

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

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

Thank You & Good Luck!!!