Introduction
This document was prepared by the Civil Service Bureau to create unified database on human resources employed in the public sector and improvement of the politics and practices with respect of HR management, based on this information. Human resources management information system (HRMIS) is the computer software intended for simplification and acceleration of HR management process, improvement of its quality via automation of the basic (routine) objectives and activities. Due to this advantage more and more organizations apply HRMIS. By the incentive of Civil Service Bureau, introduction of such system is planned in public organizations of Georgia from 2011. Development of the HRMIS unified standards is of key significance for improvement of HR management effectiveness and transparency in certain departments, as well as in public sector, in general. In addition, it will be the significant step in introduction of the unified e-governance system in the country and Georgian government actively works on this currently.
Research conducted by Civil Service Bureau in early 2011 showed that in some institutions of civil service (ministries and organizations within the sphere of their governance) the HRMIS are already introduced and operating to certain extent. Nine of twenty one studied institutions use some type of electronic programs for the purpose of simplification of routine related to HR management and the most part of the other institutions plans introduction of such systems in the nearest future. It should be noted that most operative programs are focused on recording of the staff personal data and generation of simple statistical calculations1. In this respect, there are two major problems: (1) ineffectiveness and wastefulness of local development of such systems; and (2) incompleteness and incompatibility of the existing local systems.
(1) As the public institutions attempt to develop the HRMISs Locally, by themselves, significant expenses are made for development and creation of one and the same product several times. At the same time, in many cases, locally (in the ministries and/or other institutions), there is lack of intellectual and/or financial resources required for high quality products and therefore, actually, the incurred expenses can not ensure achievement of the stated goals and in result, there is the situation described in Section 2.
(2) In most cases the existing systems do not contain full information about organization and its employees. In many cases they also do not contain the basic/necessary features and capacities, preventing full realization of the system advantages.
System weaknesses complicate the processes of fulfillment of its own functions for the Civil Service Bureau. As the electronic programs available in various institutions are not based on similar principles, it is actually impossible, for the Civil Service Bureau to promptly obtain accurate information and analyze it. This is the challenge for the central governmental authorities of the country, as for execution of their authorities they require HR data.
1 HR management systems in Georgian public structures, Civil Service Bureau, 2011.
Development of the unified HRMIS standards and their introduction into the public sector is one of the ways for dealing with this problem. Such standard would significantly facilitate development and introduction of the high quality and effective automated solutions. At the same time, the unified standard will be the guarantee of compatibility of the software used in various institutions and this would allow Civil Service Bureau and other governmental authorities to promptly obtain accurate information about situation in the system.
What General Conditions should Be Complied with by the HRMIS?
All features and functions in all program modules shall be based on the effective legislation;
Program modules shall be closely connected ensuring free information exchange;
Software shall be compatible with the information systems operating at the central level (e.g. electronic treasury, electronic budget, documents flow, central analytical base of the Civil Service Bureau etc).
The modules and/or entire software shall be technically easily modifiable and/or expandable (with respect of modification of the existing modules and adding of the new ones). At the same time, changes could be made with the consent of a person/organization with relevant authorities.
Program should be protected from unauthorized access. Information shall be available to the authorized persons/organizations only. In addition, setting of specific access restrictions for each of them should be ensured.
For the security purposes, any newly entered information shall be checked before final recording; program shall automatically respond to the identified discrepancies/errors and prevent saving of changes of the system algorithm; at the same time, the date and author of changes shall be automatically recorded;
The modules and entire program shall provide access to the initial data to the persons with relevant authorization (including Civil Service Bureau);
System shall provide data access via web technologies;
All modules shall be structured so that manual data entry was minimized. This should be achieved via presentation in a form of unified classifier of all fields and linking of the program with existing databases. At the same time, no changes and/or additions to the unified classifiers in program modules without permit from the Civil Service Bureau;
Each module shall include the feature of generation of standard analytical reports related to the saved information;
Each module shall provide feature of uploading and handling of various files. At the same time, software shall provide printing of the documents prepared within the program. Printed documents shall have legal force.
All modules shall be structured intuitively/in understandable manner to ensure easy operation for the inexperienced users;
The system shall provide information archiving and allow viewing and printing of the archived information, at the same time, all files shall be generated (both, for electronically viewing
No comments:
Post a Comment