360 Degree Approval :
Process of systematically gathering data on a persons skills, abilities and behavior from a variety of sources - managers , peers, subordinates and even customers and clients. In this besides appraising the performance of the assessee his other attributes such as talents , behaviors , values and technical consideration are also appraised.
Information collected from
(i) Appraised by superior
(ii) Appraised by peers
(iii) Appraised by subordinates
iv) Appraised by clients
Positive aspects & Negative Aspects:
P; Greater self awareness of managers; reveals strength and weakness
N; The system may be utilized to humilitate personnel
P; Reduced gap between self assessment and colleagues assessment
N; Response from colleagues may be blased.
P; Teamwork thrives through peer group assessment
N; Linking reward to appraisal may turn to be unfair
P; Facts about organization culture and ambiences are brought to light
N; It ignores performance in terms of reaching goals.
P; Empowerment is facilitated
N; The ratee may deny the truth of negative feedback.
P; Inflexible employees are forced to initiate self change
Tuesday, April 17, 2007
HRIS, TQM, Performance appraisal
Human Resources Information Systems
The human resource information system is a systematic procedures for collecting,
storing, maintaining retrieving and validating the data needed by an organization about its human resources. The HRIS is usually a part of the organization’s larger management information system. The HRIS need not be complex or even computerized. But computerization has its own advantage of providing more accurate and timely data for decision making. The areas of application of HRIS are many .Some of them include training management, risk management and legal requirements, attendance reporting and
analysis, HRP, accident reporting and prevention, strategy planning, financial planning and other related areas.
Steps in implementing an HRIS
As with any major change, proper planning is an absolute necessity for successful implementation of an HRIS.The steps outlined below describes the specific procedures involved in successfully developing and implementing an HRIS.
Step1: Inception of idea: The idea having an HRIS must originate somewhere the originator of idea should prepare a preliminary report showing the need for an HRIS and what it can do for the organizations.
Step2: Feasibility study: This evaluates the present system and details the benefits of an HRIS.It evaluates the cost and benefits of an HRIS.
Step3: Selecting a project team: Once the feasibility study has been accept ed and the resources allocated project team should be selected. The project team should consist of an HR representatives from both management information systems and payroll.
Step4: Defining the requirements: A statement of requirements specifices in detail exactly what the HRIS will do. A large part of the statements normally deals with the details of the reports that will be produced. Naturally, the statement also describes other specific requirements. This typically includes written descriptions of how users collect and prepare data, obtain approvals, complete forms, retrieve data, and perform other non-technical tasks associated with HRIS use. The key is here is to make sure that the mission the HRIS truly matches management’s needs for an HRIS.
Step5: Vendor analysis: This step determines what hardware and software are available that will best meet the organization’s need for the lowest price.This is a difficult task. The best approach is usually not to ask vendors if a particular package can meet the organization’s requirements but how it will meet those requirements.
Steps6: Package contract negotiation: after a vendor has been selected , the contract must be negotiated, the contract stipulated+ the vendor’s responsibilities with regards to
Software installation, service, maintenance training and documentation.
Step7: Training: Training usually begins as soon as possible after the contract has been signed. First the HR members of the project team are trained to use the HRIS. towards the end of the implementation, the HR representative will train manager from other departments in ho w to submit information to the HRIS and how to request information from it.
Step8: Tailoring the system: This step involves making changes to system to best fit the needs of the organization. A general rule of thumb is not to modify the vendor’s package, because modifications frequently cause problems. An alternative approach is to develop programs that augment the vendor’s program rather altering it.
Step9: Collecting the system: Prior to start-up of the system, data must be collected and entered into the system.
Step10: Testing the system: Once the system has been tailored to the organization’s need and the data entered, a period of testing follows. The purpose of the testing phase is verify the output of the HRIS and to make sure it is doing what it is supposed to do.
Step11: Starting up: Start up begins when all the current actions are put into the system and reports are produced. It is wise to attempt start-ups during the lull period so that maximum possible time can be devoted to HRIS. Even though the system has been test, some additional errors often surface during start-up.
Step12: Running in parallel: Even after the new HRIS has been tested, it is desirable to run the new system in parallel with the old system for a period of time. This allows for the comparison of outputs of both the system and examination of any inaccuracies.
Step13: Maintenance: It normally takes several weeks or even months for HR people to feel comfortable with the new system. During this stabilization period, any remaining errors and adjustments should be handled.
Step14: Evaluation: After the HRIS has been in place for reasonable length of time, the system should be evaluated. Is the HRIS right for the organization and is it being properly used?
Following steps when implemented will not give HRIS success, but it will increase the probability. A well-designed human resources information system (HRIS) is a powerful,
computer-based tool that enables you to enter and update all types of employee-related information quickly and easily. It lets you access and generate a wealth of HR management information, and produce internal reports and external compliance reports as needed. HRIS significantly contributes to the efficiency and effectiveness of your HR function. We offer a number of packaged systems to fit your needs and budget.
Benefits:
An HRIS system:
-Computerizes record-keeping.
-Increases key personnel data available to management.
-Enables you to produce timely reports, both standard and customized.
-Automates the preparation of many government-required reports.
-Enables you to track up-to-date time-off balances (vacations, sick days, holidays, and more).
-Saves time, increases efficiency.
TOTAL QUALITY MANAGEMENT
Total Quality Management may be defined as creating an organizational culture committed to the continuous improvement of skills, teamwork, process, product and service quality, and customer satisfaction. For achieving total quality, three things are
Essential:
1)Meeting customers’ requirements
2)Continuous improvement through management process
3)Involvement of all employees.
Objectives of TQM Philosophy
Meeting the customers’ requirements is the primary objective and the key to organizational survival and growth
The second objective is continuous improvement of quality
The third objective aims at developing the relationship of openness and trust among the employees at all levels in the organization.
Components Of Total Quality Management
1) Customer Orientiation
2) Continuous Improvement
3) Employees’ Involvement
Benefits from TQM:
The following benefits can be derived from a sound TQM program
1) TQM brings quality consciousness in the enterprise which encourages production of quality products.
2) TQM helps in providing greater satisfaction to the customers by meeting their requirements.
3) It creates a good public image.
4) There is better use of materials, machines, capital, human resources etc.
5) Wastages are reduced to a minimum.
6) Employees are committed to higher quality and feel highly motivated.
IMPLEMENTATION OF TQM
W.E.Deming suggested Plan-Do-Check_Act Cycle for the implementation of TQM in any organization. The steps in PDCA cycle are as follows:
1) Lay down policies and objectives of TQM.
2) Chalk out the methods to achieve TQM objectives.
3) Educate and train workers and managers to understand and meet the requirements of TQM.
4) Start the operation of TQM by introducing new product, machines, procedures, etc.
5) Observe results of operation and find out the causes of non-conformance to quality standards.
6) Analyse results and determine the consequences of non-conformance and place the report before the top management.
7) Prevent undesired effects in Quality improvement. Establish personal relationships with employees so that they can voice their concerns and ideas.
8) Suggest measures for improvement of methods and design in future.
PERFORMANCE APPRAISAL
Performance refers to an employees’ accomplishment of assigned tasks.Appraisal means estimating the worth of something .
Performance appraisal is the process of recording assessment of employee performance, potential and development needs.
It is the systematic description of the job related strengths and weaknesses of an individual or a group.
OBJECTIVES OF PERFORMANCE APPRAISAL
It aims at improving organizational effectiveness. Role of performance appraisal in these areas is discussed below.:
Human Resource Planning: It generates significant and revelant information about the promotability and potential of employees. Information used to assess the organisations’ internal supply of human resources and availability of managerial person for succession planning.
Recruitment and Selection: Evaluation made in performance appraisal can be used to find out the particular areas of knowledge, skills and experience which successful performers possess and can be used to select right type of candidates.
Career planning and development: - Feed back guidance enable employer to bring changes in their behavior, attitude, skills and knowledge also employees can be counseled to develop their particular type of work. Keeping in view of their strength and weakness.
Training and development:- Helps in identifying developments needs of employees to employer their performance to individual; and organization.
Compensation:- information gathered through performance appraisal provided imports fro making decision concerning salary, incentives appreciation etc. Achiever can be rewarded and poor performance can be give appropriate signals.
Employee valuation:- data gathered through performance appraisal can be moved for making decision Concerning transfer , demotion or dismissed. It provides legal to organization and justification for such decision.
The human resource information system is a systematic procedures for collecting,
storing, maintaining retrieving and validating the data needed by an organization about its human resources. The HRIS is usually a part of the organization’s larger management information system. The HRIS need not be complex or even computerized. But computerization has its own advantage of providing more accurate and timely data for decision making. The areas of application of HRIS are many .Some of them include training management, risk management and legal requirements, attendance reporting and
analysis, HRP, accident reporting and prevention, strategy planning, financial planning and other related areas.
Steps in implementing an HRIS
As with any major change, proper planning is an absolute necessity for successful implementation of an HRIS.The steps outlined below describes the specific procedures involved in successfully developing and implementing an HRIS.
Step1: Inception of idea: The idea having an HRIS must originate somewhere the originator of idea should prepare a preliminary report showing the need for an HRIS and what it can do for the organizations.
Step2: Feasibility study: This evaluates the present system and details the benefits of an HRIS.It evaluates the cost and benefits of an HRIS.
Step3: Selecting a project team: Once the feasibility study has been accept ed and the resources allocated project team should be selected. The project team should consist of an HR representatives from both management information systems and payroll.
Step4: Defining the requirements: A statement of requirements specifices in detail exactly what the HRIS will do. A large part of the statements normally deals with the details of the reports that will be produced. Naturally, the statement also describes other specific requirements. This typically includes written descriptions of how users collect and prepare data, obtain approvals, complete forms, retrieve data, and perform other non-technical tasks associated with HRIS use. The key is here is to make sure that the mission the HRIS truly matches management’s needs for an HRIS.
Step5: Vendor analysis: This step determines what hardware and software are available that will best meet the organization’s need for the lowest price.This is a difficult task. The best approach is usually not to ask vendors if a particular package can meet the organization’s requirements but how it will meet those requirements.
Steps6: Package contract negotiation: after a vendor has been selected , the contract must be negotiated, the contract stipulated+ the vendor’s responsibilities with regards to
Software installation, service, maintenance training and documentation.
Step7: Training: Training usually begins as soon as possible after the contract has been signed. First the HR members of the project team are trained to use the HRIS. towards the end of the implementation, the HR representative will train manager from other departments in ho w to submit information to the HRIS and how to request information from it.
Step8: Tailoring the system: This step involves making changes to system to best fit the needs of the organization. A general rule of thumb is not to modify the vendor’s package, because modifications frequently cause problems. An alternative approach is to develop programs that augment the vendor’s program rather altering it.
Step9: Collecting the system: Prior to start-up of the system, data must be collected and entered into the system.
Step10: Testing the system: Once the system has been tailored to the organization’s need and the data entered, a period of testing follows. The purpose of the testing phase is verify the output of the HRIS and to make sure it is doing what it is supposed to do.
Step11: Starting up: Start up begins when all the current actions are put into the system and reports are produced. It is wise to attempt start-ups during the lull period so that maximum possible time can be devoted to HRIS. Even though the system has been test, some additional errors often surface during start-up.
Step12: Running in parallel: Even after the new HRIS has been tested, it is desirable to run the new system in parallel with the old system for a period of time. This allows for the comparison of outputs of both the system and examination of any inaccuracies.
Step13: Maintenance: It normally takes several weeks or even months for HR people to feel comfortable with the new system. During this stabilization period, any remaining errors and adjustments should be handled.
Step14: Evaluation: After the HRIS has been in place for reasonable length of time, the system should be evaluated. Is the HRIS right for the organization and is it being properly used?
Following steps when implemented will not give HRIS success, but it will increase the probability. A well-designed human resources information system (HRIS) is a powerful,
computer-based tool that enables you to enter and update all types of employee-related information quickly and easily. It lets you access and generate a wealth of HR management information, and produce internal reports and external compliance reports as needed. HRIS significantly contributes to the efficiency and effectiveness of your HR function. We offer a number of packaged systems to fit your needs and budget.
Benefits:
An HRIS system:
-Computerizes record-keeping.
-Increases key personnel data available to management.
-Enables you to produce timely reports, both standard and customized.
-Automates the preparation of many government-required reports.
-Enables you to track up-to-date time-off balances (vacations, sick days, holidays, and more).
-Saves time, increases efficiency.
TOTAL QUALITY MANAGEMENT
Total Quality Management may be defined as creating an organizational culture committed to the continuous improvement of skills, teamwork, process, product and service quality, and customer satisfaction. For achieving total quality, three things are
Essential:
1)Meeting customers’ requirements
2)Continuous improvement through management process
3)Involvement of all employees.
Objectives of TQM Philosophy
Meeting the customers’ requirements is the primary objective and the key to organizational survival and growth
The second objective is continuous improvement of quality
The third objective aims at developing the relationship of openness and trust among the employees at all levels in the organization.
Components Of Total Quality Management
1) Customer Orientiation
2) Continuous Improvement
3) Employees’ Involvement
Benefits from TQM:
The following benefits can be derived from a sound TQM program
1) TQM brings quality consciousness in the enterprise which encourages production of quality products.
2) TQM helps in providing greater satisfaction to the customers by meeting their requirements.
3) It creates a good public image.
4) There is better use of materials, machines, capital, human resources etc.
5) Wastages are reduced to a minimum.
6) Employees are committed to higher quality and feel highly motivated.
IMPLEMENTATION OF TQM
W.E.Deming suggested Plan-Do-Check_Act Cycle for the implementation of TQM in any organization. The steps in PDCA cycle are as follows:
1) Lay down policies and objectives of TQM.
2) Chalk out the methods to achieve TQM objectives.
3) Educate and train workers and managers to understand and meet the requirements of TQM.
4) Start the operation of TQM by introducing new product, machines, procedures, etc.
5) Observe results of operation and find out the causes of non-conformance to quality standards.
6) Analyse results and determine the consequences of non-conformance and place the report before the top management.
7) Prevent undesired effects in Quality improvement. Establish personal relationships with employees so that they can voice their concerns and ideas.
8) Suggest measures for improvement of methods and design in future.
PERFORMANCE APPRAISAL
Performance refers to an employees’ accomplishment of assigned tasks.Appraisal means estimating the worth of something .
Performance appraisal is the process of recording assessment of employee performance, potential and development needs.
It is the systematic description of the job related strengths and weaknesses of an individual or a group.
OBJECTIVES OF PERFORMANCE APPRAISAL
It aims at improving organizational effectiveness. Role of performance appraisal in these areas is discussed below.:
Human Resource Planning: It generates significant and revelant information about the promotability and potential of employees. Information used to assess the organisations’ internal supply of human resources and availability of managerial person for succession planning.
Recruitment and Selection: Evaluation made in performance appraisal can be used to find out the particular areas of knowledge, skills and experience which successful performers possess and can be used to select right type of candidates.
Career planning and development: - Feed back guidance enable employer to bring changes in their behavior, attitude, skills and knowledge also employees can be counseled to develop their particular type of work. Keeping in view of their strength and weakness.
Training and development:- Helps in identifying developments needs of employees to employer their performance to individual; and organization.
Compensation:- information gathered through performance appraisal provided imports fro making decision concerning salary, incentives appreciation etc. Achiever can be rewarded and poor performance can be give appropriate signals.
Employee valuation:- data gathered through performance appraisal can be moved for making decision Concerning transfer , demotion or dismissed. It provides legal to organization and justification for such decision.
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