ict and hrm

8/7/2019 ICT and HRM

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PROMOTING HUMAN RESOURCES

IN THE PUBLIC SECTOR:CRITICAL ROLE OF HUMAN CAPITAL IN THE

PERFORMANCE OF PUBLIC SERVICES IN AFRICA

Regional WorkshopOrganized by CAFRAD

21-25 June 2010 -TangierMorocco


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ICT & HRM : RAISING

PERFORMANCE & LOWERING

COSTSAmbassador (Dr) Mohammad Ahmad Wali

June 2010


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AFRICAS CONCERNS ABOUT HUMAN

RESOURCES MANAGEMENT

Low productivity

Inefficiency

Low motivation

Limited opportunity

Inadequate remuneration system (grossly inmost of public sector setting)

Inadequate or misplaced training anddevelopment

Outdated management systems, andLack of professionalism, among others.


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HUMAN RESOURCES MANAGEMENT

It is about:

Managing employees in public or privateentities to achieve organizational goals

Utilization of human resources to accomplishthe organizations objectives as effectivelyand efficiently possible

Process of engaging people into anorganization, their advancement,performance and disengagement from theorganization.


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HUMAN RESOURCES MANAGEMENT

Objectives

Effective utilization of human resources for achievingorganizational goals

Planned structuring of the organization to promote andpreserve harmonious relationship among theorganizational members

Creating condition for human commitment andmotivation to work and loyalty to the organization

Providing for right kind of opportunities for individualgrowth and advancement

Securing a healthy integration of organizational and

individual group goals Planned development of human assets through training,

counseling and even selective entry and exit policy, on thebasis of scientific monitoring of performance

Strategic planning


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WHAT IS ICT?

ICT stands for Information & CommunicationsTechnology. The phrase is used to describe a rangeof technologies for gathering, storing, retrieving,processing, analyzing, and transmitting information

Key Components Input Devices

Keyboards, Scanners, Cameras . . .

Output Devices Monitors, Printers, Speakers . . .

Software Operating Systems, Accounting Packages . . .

Terminals Desktops, Laptops, POS, Mobile Handsets, PDAs . . .

Network Fiber Optic Cables, Routers, VSAT, Telephone Lines, Wireless .

. .


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ICT AND HRM : THE RELATIONSHIP

The relationship between ICT and HRM is

similar to Government & Civil Servants.

Governments Outlines Policies and Civil Servants

Execute those policies.

ICT acts as a tool for HRM Managers to

implement and enforce Policies


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USING INFORMATION TECHNOLOGY TO

ENHANCE HRM

Automating existing work practices

Exploring new ways ofstructuring work

processes

Paperless Office Time Attendance Monitoring & Enforcement

Friendly work environment

Eliminating errors in salary payments (Payrolls)

Better Inventory Management Data Banks

Eliminating the boundaries separating the various

parts of the organization located in different

centers


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ENHANCE HRM :Automating

Automating existing work practicesFew staff accomplishing more work

Optimum utilization of staff

Timely and efficient delivery of products and

servicesDoing more in short time

Reducing administrative costs

Cost savings from fewer staff hours andreduced human or machine error

Better resource planning through detailed,accurate, and timely personnel and financialinformation.


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ENHANCE HRM :Exploring New WorkStructures

Exploring new ways ofstructuring work processesMaking work less tedious

Reducing workloadStandardization of HR process

Virtual organizationsTeleworking -Telecommuting

Office decongestionWorking at ones pace

Saving cost

Opportunity for more to work


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ENHANCE HRM :Paperless Office

A paperless environment through a Document Management System will not only

speed up storage and retrieval of documents, but also save costs of stationeries and

space required for storing old archived documents.

Below are some of the additional benefits of a paperless environment:

Reduction of paper handling and error-prone manual processes

Reduction of paper storage

Reduction of lost documents Faster access to information

Online access to information that was formerly available only on paper,

microfilm, or microfiche

Improved control over documents and document-oriented processes

Streamlining of time-consuming business processes

Security over document access and modification Provide reliable and accurate audit trail

Improved tracking and monitoring, with the ability to identify bottlenecks and

modify the system to improve efficiency

Disaster Recoveryprovides an easy way to back-up documents for offsite

storage and disaster recovery providing failsafe archives and an effective

disaster recovery strategy. Paper is a bulky and expensive way to back-up

records and is vulnerable to fire, flood, vandalism, theft and other Acts of God


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ENHANCE HRM :Time Attendance

A time and attendance system can reduce errorsin enforcement of an organizations attendancepolicies. Accurate pay and award interpretation

Reduce payroll errors

Reduced Administration

Reduce Absenteeism

Reduce payroll costs through reduced overtime

Increase productivity

Key labour cost, activity and productivityinformation

Forward visibility of costs

Increased staff empowerment and motivation


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ENHANCE HRM :Inventory

An automated inventory system can help reduce

internal theft and keep track of assets used by

employees.


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ENHANCE HRM :DataBank

A data bank is a repository of information on one or more

subjects that is organized in a way that facilitates local or

remote information retrieval. This can be used for storing

staff profiles and generating reports.


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Recruitment

Submission of Online applications Online application

Salaries/Benefit Payroll system

Payment vouchers

Promotion, Training, discipline Performance appraisal Human Resources Management Software

Record Keeping Document Management System

Registry Databank

Personnel policy

Public service rules/financial instruction Web-based information

Communication

Filing & dispatching files Network, intranet, web based

State pension Private contributory pension

Motivation Employee assistance/Health insurance

Internal sourcing Outsourcing

Organizations Virtual organizations


ENHANCE HRM :Transformation


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THE SITUATION INAFRICA

Public Sector

Poor Availability, vandalism and

sabotage

Private Sector

Banks, Airlines, ATM machines even

have Battery Powered Inverters to

ensure constant electricity


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THE CHALLENGE: TRAINING

Learning to use the tool

Changing Work Flows Skills in the use of application tools:

Word processing -- spread sheets

Basic operation of computers (for example, managingcomputer files and launching programs)

Skills in the use of custom application tools

Payroll systemHRM

Document Management System

Intranet Repositories

Skills in the use of basic Internet/intranet services Internet browsing Web browsers and electronic mail systems.

Instant Messaging

Video Conferencing


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THE CHALLENGE: INFRASTRUCTURE

Enabling environment for the tool

Computing

Telecommunications

BroadcastingPublishing

Electrical Power Distribution

Transportation and Financial Infrastructure

And Related Areas


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OVERCOMING THE CHALLENGES The irony: Most of the obstacles to taking advantage of ICT in HRM can be

tackled through newer more sophisticated and cheaper technology.

Policies to support a brand new efficient and highly effective digital work flow.

Training of Staff and executives to streamline their job functions on the newdigital workflow.

File Tracking to keep tabs on the movement of files through DocumentManagement Systems.

Authorization Levels/ Approval System.

Security for the system to secure against internal and external sabotage.

Availability of the system 24/7 through redundancy and backups to make surethere are no bottle necks during work hours.

Connectivity of the system to ensure all staff, executives and other stakeholders are connected through a robust network and appropriate terminals

Usability of system by all stake holders through intuitive and simplifieddevices like touch screens, barcode scanners, biometric scanners, paperscanners, printers, e.t.c.

Infrastructure to support the whole system flawlessly through world classData Centers, armored cabling to combat RAT attacks, Fiber optic network toprovide ample bandwidth for high volume data traffic; and intuitive terminalsfor an extremely easy and effective user experience.


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MEETING THE CHALLENGES

Tangier Declaration 1994: Investment inhuman resources constituted an essentialbasis for the development of Nations and aprincipal factor for achieving progress andwelfare.

Creating conditions for sustainabledevelopment: Public and private sectorbodies must be backed by a responsible,

effective, efficient and responsive humanresource management system.


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THE FUTURE OF HRM WITH ICT

Virtual Organizations

Teleworking

Centralized Systems

Data Centers

Security

Biometric Scanners

Instant Feed Backs


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TELECOMMUTING : STATISTICS

Number of Telecommuters in US

In 2005, 44 percent of U.S. companies offered at least sometelecommuting options. (Mercer HR Consulting)

The US Telecommuting forecast shows an additional 29million telecommuters will enter the remote workforcebetween 2009 and 2016, totaling to 43% of US workers.

The number of U.S. employees who worked remotely at leastone day per month increased 39 percent the past two years,from approximately 12.4 million in 2006 to 17.2 million in2008 (World at Work)

More than 22.2 million Americans Teleworked in 2005. (TheNational Institute for Occupational Safety and Health)

Nationally, 94,643 federal workers teleworked during 2007.(Central Intelligence Agency)

The sum of all Teleworkersemployees, contractors andbusiness ownershas risen 17 percent from 28.7 million in2006 to 33.7 million in 2008. (World at Work)


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From 2003 to 2008, the total number of Teleworkers rose 43percent to 33.7 million Americans. (World at Work)

In 2006, there were an estimated 45 million Teleworkers inthe U.S. (World at Work, 2007)

Sun Microsystems expanded its Telework policies after the2001 terrorist attacks. Presently 56% of 34,494 employees

work without an assigned office, either at home or a satelliteoffice. Nearly 3,200 employees work from home at least fourdays a week. (Tech News World, 05/07)

22.2 million Americans worked from home or another out-of-office location at least one day per week in 2005. (Forbes.com7-27-06)

In 2003, there were 4.4 million Teleworkers working at homewith broadband. By 2004, the number soared to 8.1 million, an84% increase. 2004 American Interactive Consumer Surveyconducted by The Dieringer Research Group.

It is estimated that 100 million US workers will Telecommuteby 2010. (Kiplinger, 12/00)


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Teleworkers save an average 53 minutes of commuting each day theydon't drive to work. ITAC, 1999

Employers can save 63% of absenteeism costs per teleworker peryear. ITAC, 1999

Teleworkers typically work 1-2 days per week (5.5days/month) fromhome. ITAC 1999

The potential US employer annual savings through telework fromreduced absenteeism, recruiting costs, and from increasedproductivity could be as high as $441 billion. ITAC, 1999

67% of teleworkers are married or from couple households. ITAC,1999

Teleworkers work: 38% of time at their computer, 17% on the phone,

24% on reading, research & analysis, and 9% in face-to-facemeetings. ITAC, 1999

40% of teleworkers can schedule multiple personal tasks and errandson the same day that they work from home. ITAC, 1999

26% of teleworkers work before or after hours so they can meetpersonal tasks and errands. ITAC, 1999


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REFERENCES

Bhattacharya, Mohit 2002. Public Adminstration.

World Press:Kolkata

Dery, Kristine Frances 2003. How Do Organizations

Align Human Resources Management with

Information Technology? An Exploration Study ofFour Australian Firms. Department of Management,

University of Melbourne

The State of the Internet March 2010

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