HR Information System: Aditya Birla Group

POORNATA is an Enterprise Resource Planning from People Soft. It was introduced in Aditya Birla Group for implementation of Human Resource practices & to elevate HR processes to world class levels and standardize them across Units and Businesses. This has resulted in single integrated HR-ERP for all management cadre employees of the group. These automated HR Processes will also aid in faster, efficient, timely and accurate data availability to Management for decision-making.

UTCL’s People Soft Enterprise Performance Management (EPM) enables it to achieve world-class performance by aligning the right information and resources to strategic objectives. People Soft EPM offers performance management solutions for every budget and every phase of the management cycle, helping its managers to formulate strategies for profitable growth, align strategies with operational plans, and actively monitor day-to-day operations. Poornata helps a lot in the different works of the organization. It helps in the following ways

It helps in entry of all the database of all the employees.

It reduces time to note all the databases of the employees.

It reduces different mistakes or errors while maintaining the databases.

It helps in doing performance appraisal of the employees.

It also helps in doing the data updation of the employees.

It helps in recruitment and selection of the employees.

It reduces the time of the work.

It also reduces the no of employees for maintaining the database.

It helps in maintaining the job description of employees.

It records the compensation details for the employee.

Poornata also helps the employees in this way, Once the data of an employee entered in to Poornata (ERP), the employee gets a Poornata ID, which helps the employees to know about the different policies of Organization.

They can know these policies directly from the ERP system.

As it done only through Online, there is no delay in getting different information.

It also helps them to do the reporting to the concerned person.

They can also fill their problems which they face during their work and send to their departments.

In this way Poornata helps not only the managers but the employees also. Poornata (ERP) helps UTCL in the following ways Poornata helps in performing day to day roles.

Introduction – Poornata helps in creating and updating of the positions of the employees. Each position will correspond to specific vacancy in the organization, have a specific headcount defined for it and is also tied to the following specific attributes:

Business unit

Department

Company

Job code

Location

Regulatory Region

Job Function

Reporting to position (The position to which this particular position reports to)

Career stages

Every time one or more of the above attributes change, the same have to be updated for the position, or a new position may need to be created corresponding to the new combination of the attributes.

Any individual who occupies a position will inherit the above-mentioned attributes of the position. A position is thus specific and particular opening in the organization, as opposed to job codes, which are more generic in nature. Job codes reflect the job points of the jobs across the organization, whereas a position number reflects a specific job description in the organization.

Poornata helps and gives hints and warns the user the important information he must know about the Poornata system.

It provides the additional information to assist the user & provide key information.

It also tells the frequently asked questions with respect to hiring employees.

It also shows the common error and warning messages that the user may get at the time of hiring.

It needs the information about regarding these:

Employee ID, Position Number, Job code (the job points of the employee), Company (The legal entity to which an employee /department is attached.), The Business unit to which the employee belongs to, Location (i.e. where the employee works), Department etc.

Following are the steps that will be used to maintain positions and department budgets

Creating new positions

Updating the information for existing positions as and when required

1. Creating a new position: A position corresponds to a specific vacancy in the organization. Hence a position should be created in Poornata, only when a new vacancy has arisen in the organization, and the approval for the same has been obtained offline.

Only after the offline approval has been obtained, should the position be created in the system, i.e. only pre-approved positions should be entered in to the system.

2. Updating: The information for existing positions: From time to time the user should update the information for an existing position. Typical situations are when:

The position attributes or the approved max headcount for the position has changed.

The position no longer exists.

Organizational Restructuring.

Direct Hire Process:

It helps in doing the directly hiring an employee by Poornata system.

Introduction: The direct hiring process involves an employee being directly added to the Poornata system that is the situation where his information doesn’t exits as applicant in the Poornata system. An employee on joining the group would fill up the joining check list and the related forms as per the unit policy. The HR administrator would then hire him into the system by capturing his relevant information with respect to his personal job compensation, qualifications and dependents’ information.

The hire action will be used to capture the event of the employee’s joining the organization. There can be either of two reasons for hire:

Joining the ABG: This will reflect the situation where an employee joins a unit of the ABG group directly.

Joining the acquired company: This will reflect the situation where an employee had joined an organization, which was subsequently acquired by ABG.

Going forward the action of joining the acquired company will be used to enter the data of those employees from the non-management cadre moving into the management cadre who had originally joined a company that was acquired by ABG.

The following information would be captured at the time of hiring the employee.

Personal information – Name, address, NIN, DOB, gender marital status, religion / caste.

Job related information related to hiring, his position a related details.

Compensation information with respect to the break of his CTC

Recording personal actions for an employee

Introduction: Post hiring as the employee moves through the organization, there would be various kinds of updation in the employee data. Broadly the processes that an employee could move through in the course of his life cycle in the organization comprise:

Probation, followed by confirmation.

Promotion

Pay rate change

Transfer

Resignation

Termination

Separation /Retirement

Human Resource Information System at ONGC:

Currently Human Resource Management Systems encompass:

1.Payroll

2.Work Time

3.Benefits Administration

4.HR management Information system

5.Recruiting

6.Training/learning management system

7.Performance Record

8.Employee Self-Service

A Human Resource Management System (HRMS, EHRMS), Human Resource Information System (HRIS), HR Technology or also called HR modules, or simply “Payroll”, refers to the systems and processes at the intersection between human resource management (HRM) and information technology.

MODEL OF HUMAN RESOURCES INFORMATION SYSTEM

A human resource information system is an organized method of providing information about human resources, their functioning and external factors relevant to managing human resources. The basic objective of HRIS is to provide accurate, relevant and timely information about human resources.

HRM is competing for human resources involves recruiting and employing right personnel i.e. employing right person for the right job at the right place and at the right time.

Input Subsystem consists of:

HR research subsystem :

It gathers data about various aspects of human resources management such as job analysis, job evaluation, employee morale, employee absenteeism and employee turnover.

HR intelligence subsystem:

It gathers human resources information from external environment both formally and informally.

OUTPUT SUBSYSTEM:

Output subsystem of a HRIS consist of five subsystem:

• HR acquisition subsystem (planning, requirement, selection & placement)

• HR development subsystem (operative training, management development and organization development)

• Appraisal and compensation subsystem (performance,appraisal,financial compensation, incentives)

• Maintenance subsystem (mobility, safety, health and stress management)

• Industrial relations subsystem (discipline management, grievance handling, management of industrial disputes)

HR ACQUISITION SYSTEM:

The function involved in this system are human resource planning, recruitment, selection and placement.

Human Resources Planning:

Forecasting needs for human resources.

Forecasting supply of human resources.

Identification of human resource gap.

Action plans for bridging gap.

Recruitment:

Types image that has been created in the minds of prospective candidates.

Number of application received.

Number of applicants rejected at different stages of recruitment and selection process.

Ratio of candidates selected and rejected.

Ratio of candidates selected and candidates joined.

Number of candidates joined and candidates retained over a period of time, six months or one year.

Performance of the candidates joined and remained with the organization.

Costs involved in recruitment programme.

Selection:

Selection is the process of differentiating between applicants in order to identify and select those with a greater likelihood of success in a job. For this they conduct selection test, group discussion and interview etc.

Placement:

After the candidates are selected for employment, they are bound to attend the orientation programme to know well about the organisation.

HR DEVELOPMENT SYSTEM:

HRD system requires information about the competencies that are to be developed among employees.

Appraisal system:

Appraisal involves evaluating an employees quality and performance for devising suitable compensation package training, promotion, demotion etc. compensation involves determining the incentives, benefits etc.

Compensation management:

It is concerned with designing and implementing total compensation package. Compensation is referred to as money and other benefits received by an employee for providing services to his employer like provident fund, gratuity, insurance scheme and other payment.

HR MAINTENANCE SYSTEM:

HRM system deals with maintaing employees in the organisation. It involves human resource mobility in the form of promotion, demotion, transfer and separation, caring for employees safely and health and managing stress that employees may experience at the workplace.

INDUSTRIAL RELATION SYSTEM:

IRS is concerned with managing good relations between management and operatives. This involves designing of industrial relations mechanism, managing employee discipline, redressing employee grievances and managing industrial disputes.