Organizing the personnel Organizing the personnel (HRM) in a Hospital(HRM) in a Hospital

Nayyar Raza KazmiNayyar Raza Kazmi

How Do You Get How Do You Get Information?Information?

Information About The World Information About The World Around You?Around You?

Information About Your Information About Your Hospital?Hospital?

WHAT ABOUT PEOPLE DATA?

Yearly Patients Figures

Daily Medicine Indent Reporting

Weekly OPD Reports Monthly Expenditure Data

?

Human Resource Development (HRD) is a Human Resource Development (HRD) is a strategic and comprehensive management strategic and comprehensive management area that involves establishing policies, area that involves establishing policies, practices, and administrative structures practices, and administrative structures that focus on an organization's most that focus on an organization's most valuable resource -- its people. valuable resource -- its people.

HRD is a leadership, financial, and management HRD is a leadership, financial, and management issue. Personnel costs consume 70 to 80% of issue. Personnel costs consume 70 to 80% of the budget of most organizations. Managing the budget of most organizations. Managing human resources effectively and efficiently plays human resources effectively and efficiently plays a critical role in ensuring that a satisfied, a critical role in ensuring that a satisfied, motivated work force delivers quality health motivated work force delivers quality health services. It also plays an important role in services. It also plays an important role in increasing staff performance and productivity, increasing staff performance and productivity, enhancing an organization's competitive enhancing an organization's competitive advantage, and contributing directly to advantage, and contributing directly to organizational goals organizational goals

integrated use of systems, policies, and integrated use of systems, policies, and management practices to recruit, maintain, management practices to recruit, maintain, and develop employees in order for the and develop employees in order for the organization to meet its desired goals.organization to meet its desired goals.

Achieving a high level of performance is Achieving a high level of performance is essential for organizations at a time when essential for organizations at a time when national governments are implementing health-national governments are implementing health-sector reform, and non-governmental sector reform, and non-governmental organizations (NGOs) are striving to be more organizations (NGOs) are striving to be more sustainable. These conditions increase the sustainable. These conditions increase the pressure on organizations to use resources pressure on organizations to use resources wisely and reduce the size of the workforce. At wisely and reduce the size of the workforce. At the same time, clients are demanding that health the same time, clients are demanding that health service providers improve the quality of their service providers improve the quality of their services. services.

A Quick Look at Your Current A Quick Look at Your Current HRD SystemHRD System

Human Resources Quiz for ManagersHuman Resources Quiz for ManagersQuestionQuestion YesYes NoNo Some-Some-

timestimes

1. Do employees understand how their work 1. Do employees understand how their work specifically contributes to the mission and goals of specifically contributes to the mission and goals of the organization?the organization?

        

2. Do employees view performance appraisals as an 2. Do employees view performance appraisals as an opportunity to learn about their skills and opportunity to learn about their skills and competencies and discuss future plans?competencies and discuss future plans?

        

3. Is the supervisor's role valued and supported by the 3. Is the supervisor's role valued and supported by the organization?organization?

        

4. Are job descriptions up-to-date and readily available 4. Are job descriptions up-to-date and readily available to all employees?to all employees?

        

5. Are employees routinely considered for job 5. Are employees routinely considered for job vacancies and other opportunities for promotion? vacancies and other opportunities for promotion?

        

6. Do employees understand the organization's policies on salaries 6. Do employees understand the organization's policies on salaries and benefits and consider them fair and equitable?and benefits and consider them fair and equitable?

  YesYes NoNo SometimSometimeses

7. Does your organization have a clear system for managing 7. Does your organization have a clear system for managing volunteers?volunteers?

        

8. Can your organization engage in long-range planning, knowing 8. Can your organization engage in long-range planning, knowing it has or can develop the human resources required?it has or can develop the human resources required?

        

9. Does your organization have strategies to provide meaningful 9. Does your organization have strategies to provide meaningful jobs?jobs?

        

10. Does your organization have a spirit of achievement and high 10. Does your organization have a spirit of achievement and high performance?performance?

        

11. Do employees come to work on time and work productively 11. Do employees come to work on time and work productively for the full work day?for the full work day?

        

12. Do managers spend less than 10% of their time dealing with 12. Do managers spend less than 10% of their time dealing with grievances?grievances?

        

13. Can your organization take on new objectives or tasks with 13. Can your organization take on new objectives or tasks with cooperation from everyone?cooperation from everyone?

        

Focusing on HRD at the Focusing on HRD at the Organizational LevelOrganizational Level Benefits of Establishing a Strong HRD SystemBenefits of Establishing a Strong HRD System

To the OrganizationTo the Organization To the EmployeeTo the Employee

1. Increases the organization's 1. Increases the organization's capacity to achieve its goals capacity to achieve its goals

2. Increases the level of 2. Increases the level of employee performance employee performance

3. Uses employee skills and 3. Uses employee skills and knowledge efficiently knowledge efficiently

4. Saves costs through the 4. Saves costs through the improved efficiency and improved efficiency and productivity of workers productivity of workers

5. Improves the organization's 5. Improves the organization's ability to manage changeability to manage change

1. Improves equity between employee 1. Improves equity between employee compensation and level of responsibility compensation and level of responsibility

2. Helps employees understand how their 2. Helps employees understand how their work relates to the mission and values of work relates to the mission and values of the organization the organization

3. Helps employees feel more highly 3. Helps employees feel more highly motivated motivated

4. Increases employee job satisfaction4. Increases employee job satisfaction

When working to establish a strong When working to establish a strong HRD system in your organization, HRD system in your organization, there are several key issues you there are several key issues you

should consider. should consider.

These include: These include: Expanding the role of HRD in the organization; Expanding the role of HRD in the organization; Encouraging human resources leadership at the Encouraging human resources leadership at the

organizational level; organizational level; Developing and maintaining a performance management Developing and maintaining a performance management

system; system; Establishing a responsive supervisory system; Establishing a responsive supervisory system; Investing in training.Investing in training.

1. Create an HRM Section1. Create an HRM Section

Medical Superintendent

DMS Unit Incharge HRM Specialist Unit Incharge

Employees Employees Employees

2. Employee records2. Employee records

Employee records serve as a useful Employee records serve as a useful assessment tool to diagnose HRM related assessment tool to diagnose HRM related problems in Health Organization.problems in Health Organization.

Record keeping should be such that Record keeping should be such that sorting and retrieval of necessary sorting and retrieval of necessary information should be fast.information should be fast.

What Is People Data?What Is People Data?

What information do people have that you need?

How can you get that information quickly?

How are people doing?

• Are employees engaged in work?

• Are organizational goals being Met?

Two aspects of people data:Two aspects of people data:

Personal particularsPersonal particulars Chronological record of qualifications earnedChronological record of qualifications earned Job DescriptionJob Description Performance in terms of tasks achievedPerformance in terms of tasks achieved Unauthorized LeavesUnauthorized Leaves PenaltiesPenalties Previous employment particulars with special Previous employment particulars with special

reference to cause of leaving.reference to cause of leaving. Salary RecordSalary Record

Get Questions Answered Get Questions Answered TodayToday

If I knew _____________ , thenIf I knew _____________ , thenI could improve ___________.I could improve ___________.

?

If I knewIf I knew what opportunities what opportunities existed to improve performanceexisted to improve performance, ,

then I couldthen I could act on them. act on them.

Criteria Criteria Six Sigma andSix Sigma andmanagement of qualitymanagement of quality

Enterprise Excellence Enterprise Excellence (EE)(EE)and optimized relationships and optimized relationships

GoalGoal Solve problemsSolve problems Pursue opportunities Pursue opportunities

Use of data Use of data Obtain data from the past Obtain data from the past (benchmarking) to solve (benchmarking) to solve last year’s problemslast year’s problems

Instant awareness with today’s Instant awareness with today’s data to solve today’s problems data to solve today’s problems AND pursue future AND pursue future opportunities opportunities

Key AssetsKey Assets Employees are assetsEmployees are assets Relationships with employees Relationships with employees are assetsare assets

Implications Implications Assets are controlled Assets are controlled Relationships are constantly Relationships are constantly renegotiated renegotiated

What you doWhat you do Solve problems and Solve problems and minimize downtime; minimize downtime; assure compliance assure compliance

Renegotiate for excellence and Renegotiate for excellence and innovation by engaging or innovation by engaging or energizing everyone energizing everyone

3. Analyze the HRM Data3. Analyze the HRM Data

Which is the Which is the most troubledmost troubled area? area? WHO needs WHATWHO needs WHAT in terms of training, in terms of training,

development?development? WHO needs CHANGE?WHO needs CHANGE?

4. Plan your HRM Strategy4. Plan your HRM Strategy

Depending on the overall picture of areas requiring urgent intervention and those requiring long term strategy, build your comprehensive HRM Plan.