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INTRODUCTION TO HUMAN RESOURCE

MANAGEMENT

Organizations are made up of people and function through people. Without

people organization cannot exist. All the resources are effectively utilized

through the combined effort of people. Therefore people are the most

significant resource of any organization. This resource is called human

resource and is the most important factor of production.HRM, a completely

new term, emerged during the 1970’s. Human resource management is the

process of binding people and organizations together so that the objectives of

each are achieved. It seeks to bring together men and women who make up

an enterprise, enabling each to make his own best contribution to its success

both as an individual and as a member of a working group.

It is the part of the management process which is concerned with the

management of human resources in an organization. It tries to secure the best

from people by winning their wholehearted cooperation. In short, it may be

defined as the planning, organizing, directing and controlling of the

procurement, development, compensation, integration, maintenance and

separation of human resources to the end that individual, organizational and

social objectives are accomplished.

Human resource management is the management of people at work.

People are the essential ingredient in every organization. The way in people

are recruited, developed and utilized by management largely determines

whether the organization will achieve its objectives. Therefore, the human

resources available to management in the organization need to be properly

coordinated and utilized.

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It is through the combined efforts of the people that monetary and material

resources are utilized for management objectives. Without human efforts,

organization cannot accomplish their objectives. Consequently, organizing

human effort and motivating human resources is of utmost importance

everywhere. It is universally recognized that the effectiveness with which

human resources are coordinated and utilized is directly responsible for the

success of any of organization.

WHAT IS HUMAN RESOURCE MANAGEMENT?

HRM can be seen as that part of management task that is concerned

with the human resource of the organization and their contribution to its

effectiveness. HRM central concern is the efficient utilization of human

resource. The institute of personnel management is that part of management

process concerned with:

Recruiting and selecting people

Training and developing them for their work

Ensuring that their payment and conditions of employment are

appropriate, where necessary negotiating such terms of

employment with trade unions

Advising on healthy and appropriate working conditions

The organization of people at work

The encouragement of relations between management and work

people.

To look at HRM specifically, it is the process of four functions:

Acquisition or getting people

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Development or preparing them

Motivation to activate them

Maintenance of Human Resources or keeping them.

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Human Resources Management deals with creating conditions that

enable people to get the best of themselves and their lives.

Development is a never-ending process.

NEED & IMPORTANCE OF HUMAN RESOURCE MANAGEMENT

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One of the most talked about subjects in corporate circles, in recent

times, is how to optimize the contributions of human resources in achieving

organizational goals and objectives. An efficient and satisfied work force is

the most significant factor in organizational effectiveness and managerial

excellence. Systematic investigations in industrial and service organizations

have revealed that though individually workers are as knowledgeable and

efficient as their counterparts are elsewhere – thanks to the sophistication in

technical training and selection methods used – their collective efforts often

fall short of corporate expectations. While part of this shortfall may be due to

inadequate commitment and motivation, environmental pressures, attitude of

trade unions etc, the contribution of management policies and practices in

relation to human, technical and material resources is no less significant.

Experiences in business and service organizations however, indicate that

managements, comparatively speaking, bestow more time and attention to

policies and systems relating to production, technology, investment,

inventory, marketing etc than to human resources. Therefore, not

withstanding proven strengths in technical, financial, marketing and

materials areas many organizations are not able to achieve as much

productivity and effectiveness as they were capable of. Despite swearing by

the importance of human resources, man-management problems in these

organizations seem to attract much more attention in crisis times than during

peace. Compulsions of modern business environment are, however,

promoting corporate managements to systematically review their current

attitudes, beliefs and policies towards human resources for they contribute

most significantly to the survival and growth of the organizations.

Enlightened and progressive managements have therefore come to believe

that people are not problems but opportunities. They have, thus, taken

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expeditious steps to carefully identify, constructively channelise, and

consciously develop the potential of their human resource. These tasks are

easily said than done because of inter play of various internal and external

environmental factors and behavioral dimensions. Careful planning of

changes in corporate value systems, managerial styles, attitudinal and

behavior patterns of employees and trade unions is therefore most urgently

called for. Interested organizations with the help of tools and techniques of

modern management and behavioral sciences should initiate objective

relations and training departments, systematically audit policies, systems and

procedures and constantly evaluate the role effectiveness of executives and

employees at various levels in the organizational hierarchy. The observation

of Henry Ford “a business owes the employee the most satisfying work it can

give him within the limits of staying in business” is as relevant today as it

was several decades ago.

Clarity in organizational value systems, goals and objectives, and

uniform implementation of human resources management policies, systems

etc, can very significantly improve employee motivation and organizational

effectiveness.

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Managing people at work of most crucial job and the importance of

human resource management is universally recognized from different

standpoints. Social significance of personnel management is evident since it

enhances the dignity of people at work by satisfying their social needs.

Personnel management has professional significance since it provides

healthy working environment and promotes teamwork amongst the people at

work. Personnel management has direct significance for the organization

since it helps in accomplishing its goals. Individuals in the organization also

realize the importance of personnel management since it facilitates their own

growth and development and provides them maximum satisfaction in

relation to work performance. Thus, in the management of all the M’s –

Money, Market, Material and Men – the management of Men is the most

important, fundamental, and dynamic as well as a challenging task. It is the

men, not machines, not materials, not money, and not the markets that make

or break the organization. Therefore, personnel management gains utmost

importance in obtaining effective results through people at work and in

gaining their commitment as well as winning their willing cooperation for

the successful accomplishment of all desired goals. The vital significance of

HRM is largely because the success of any organization heavily depends on

the services of its employees with genuine desire to be cooperative with the

management.

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DEFINITIONS

Some of the important definitions given by prominent authors:

“HRM is an extension of general management, that of prompting and

stimulating every employee to make his fullest contribution to the purpose of

business.” -- C.H.NOR

“The management of human resources is viewed as a system in which

participants seek to attain both individual and group goals. Its objective is to

understand what has happened and is happening and to be prepared for what

will happen in the area of working relationships between managers and the

managed.” -- DALE YODER.

OBJECTIVES OF HUMAN RESOURCE MANAGEMENT

The basic objective of HRM is to help in the accomplishment of

organizational goals. However, the specific objectives of HRM may be

outlined as follows:

To ensure effective utilization of human resources. The human

resources will effectively utilize all other organizational resources.

To establish and maintain an adequate organizational structure.

To secure the integration of the individual/group goals with those

of the organization in such a manner that the employees feel a

sense of involvement, commitment and loyalty towards it.

To identify and satisfy the needs of individuals by offering various

monetary and non-monetary rewards.

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ELEMENTS OF HUMAN RESOURCE MANAGEMENT

Keeping in view the culture and context of industrial and service

enterprises in the country the following list may be considered for finalizing

the broad elements of the human resource management policy:

Human beings are its most valuable resource and that development

of business and people go hand in hand.

Creating a climate of opportunity and professional challenge will

lead to higher self-actualization and job satisfaction.

Pursuing a positive and pro-active approach in managing human

resources is essential for good employee relations. Improvement in the quality of working life will ensure employee

commitment and sense of belonging to the organization.

Recognition of excellence in performance through career

advancement opportunities and rewards will contribute towards

high-level motivation and efficiency.

Responsible sharing of information among management,

employees and their representative bodies will contribute towards

better mutual rapport and understanding.

Innovations in technology, production process and management

systems are critical for the survival and growth of the organization.

Employee grievance should be redressed promptly and

expeditiously.

Wage and salary system should be based on equity, job profile,

bilateral agreements, and statutory obligations.

High standards of productivity, efficiency, and customer service

will help the organization in achieving market leadership.

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High standard of discipline and decorum at the work place are

essential pre requisites of achieving organizational goals,

objectives, and cordial relations.

Development of subordinates is an integral responsibility of all

supervising officials.

Mutual respect for rights and obligations of trade unions and

management will facilitate bipartite cooperation.

Involvement of employees in decision-making will optimize

managerial performance and organizational effectiveness.

Collective bargaining in good faith is essential for collaborative

problem solving and industrial harmony.

SCOPE OF HRM :

The scope of HRM is indeed vast. All major activities in the

working life of a worker- from the time of his or her entry into an

organization until he or she leaves- come under the purview of

HRM. Specifically, the activities included are- HR planning, job

analysis and design, recruitment and selection, orientation and

placement, training and development, performance appraisal and

job evaluation, employee and executive remuneration, motivation

and communication, welfare, safety and health, industrial relations

and the like. All these functions can be categorized into seven

sections:-

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Introduction to HRM

Employee hiring

Employee and executive remuneration

Employee motivation

Employee maintenance

Industrial relations(IR)

Prospects of HRM

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About SAKET

Saket engineers have a well structured organization capable of executing

large-scale projects simultaneously at multiple locations, with an

experienced and professional team of qualified engineers, architects and

managers and strong financials, we have built a reputation for executing a

variety of assignments.

OBJECTIVE OF HRM:

The primary objective of HRM is to ensure the availability of aComponent and willing work force to an organization.

Societal objectives: To be ethnically and socially responsible to the needs

and challenges of the society while minimizing the negative impact of

such demands upon the organization. The failure of organizations to use

their resources for the society’s benefit in ethical ways may lead to

restrictions. For example, the society may limit HR decisions through laws

that enforce reservation in hiring and laws that address discrimination,

safety or other such areas of societal concern.

Organizational objectives: To recognize the role of HRM in bringing

about organizational effectiveness. HRM is not an end in itself. It is only

means to assist the organization with its primary objectives. Simply

stated, the department exists to serve the rest of the organization.

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Functional objectives: To maintain the department’s contribution at a

level appropriate to the organization’s needs. Resources are wasted when

HRM is either more or less sophisticated to suit the organization’s demands.

The department’s level of service must be tailored to fit the organization

it serves. Personal objectives: To assist employees in achieving their

personal goals, at least insofar as these goals enhance the individual’s

contribution to the organization. Personal objectives of employees must be

met if workers are to be maintained, retained and motivated. Otherwise,

employee performance and satisfaction may decline and employees may

leave the organization.

HRM OBJECTIVES AND FUNCTIONS:

HRM objectives Supporting functions

1. Social objectives 1. Legal Compliances

2. Benefits

3. Union –management relations

2. Organizational objectives 1. Human Resource Planning

2. Employment relations

3.Selection

4. Training and Development

5. Appraisal

6. Placement

7. Assessment3. Functional objectives 1. Appraisal

2. Placement

3. Assessment

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4. Personal objectives 1. Training and Development

2. Appraisal

3. Placement

4. Compensation

5. Assessment

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IMPORTANCE OF HRM:

Human resources, along with the financial and material resources, contribute

to the production of goods services in an organization. It is through the

combined and concerned efforts of people that monetary or material

resources are harnessed to achieve organizational goals. Hence human

resource management helps the organization in multifarious ways:

At the enterprise level Good human resource practices can help on attracting

and retaining the best people in the organization.

Planning alerts the company to the types of people it will need in the short,

medium and long run.

At the individual level Effective management of human resources helps

employees thus It promotes team work and team spirit among employees.

It offers excellent growth opportunities to people how the potential to rise

have. It allows people to work with diligence and commitment.

At the society level. Society, as a whole, is the major beneficiary of good

human resource practices Employment opportunities multiply.

Scarce talents are put to best use. Companies that pay and treat people well

always race ahead of others and deliver excellent results

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HRM AS CENTRAL SUB-SYSTEM IN AN ORGANISATION

Finance

Sub-

system

HRM

Sub-

system

Technical

Sub-

system

Material

Marketing

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A system is a set of interrelated but separate elements or parts working

towards a common goal. To carry out its operations, each enterprise has

certain departments known as sub-systems such as production sub-system,

finance subsystem, marketing sub-system, HR sub-system etc. Each sub-

system consists of a number of other sub-systems. As the central sub-system,

HRM interacts closely and continuously with all the other sub-systems of an

organization.

EVOLUTION OF HRM:

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Experts of HRM in our country have tried to chronicle the growth of the

subject only since the 1920s. This was the period when state intervention to

protect the interests of the workers was felt necessary because of the difficult

conditions which followed the First World War, and the emergence of trade

unions. The Royal Commission (1931) recommended the appointment of labour -welfare officers to deal with the selection of workers and to settle

their grievances. The Factory Act, 1948, made appointment of welfare

officers compulsory in industrial establishment employing 500 or more

workers each. In course of time, two professional bodies, the Indian

Institute of Personal Management (IIPM) and the National Institute of

Labour Management (NILM), were set up. IIPM had its headquarters ay

Kolkota and NILM at Mumbai. These two places were the premier centers of

traditional industry in pre-independent India. The aftermath of the SecondWorld War and the country’s political independence witnessed increased

awareness and expectations of workers. During the 1960s, the personnel

function began to expand beyond the welfare aspect, with labour welfare, IR

and personnel administration integrating into the emerging profession called

personnel management. Simultaneously, the massive thrust given to the

heavy industry in the context of planned economic development, particularly

since the second five-year plan and the accelerated growth of public section

the national economy resulted in a shift in focus towards professionalisation

of management. By the 1970s, a shift in professional values was

discernible. It shifted from a concern for welfare to a focus on efficiency. In

1980s, professionals began to talk about new technologies, HRM challenges

and HRD. The two professional bodies, IIPM and NILM, merged in 1980 to

form the National Institute of Personnel management (NIPM)

In the 1990s, the emphasis shifted to human values and productivity

through people. Reflecting the trend, the American Society for Personnel

Administration (ASPA) was renamed as the Society for Human Resource

Management (SHRM). Thus, beginning in the 1920s, the subject of HRM

has grown into a matured profession.

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EVOLUTION OF HRM IN INDIA:

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Period Development

Status

Outlook Emphasis Status

1920s-1930s Beginning Pragmatism of

capitalists

Statutory,

welfare,

paternalism

Clerical

1940s-1960s Struggling for recognition

Technical,legalistic

Introduction of techniques

Administrative

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1970s-1980s Achieving

sophistication

Professional,

legalistic

impersonal

Regulatory,

conforming,

imposition of

standards on

other functions

Managerial

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METHODOLOGY:

PRIMARY DATA:

Primary data are data collected by the researcher for the specific

purpose of addressing and solving the research problem.

I have collected the first hand information from internet through the Google

sites & cither etc.

SECONDARY DATA:

Secondary data are data that were collected for some purpose other

than the one at hand. I took the secondary data from the company office.

PURPOSE OF THE STUDY:

The need for the study is to know the standard of maintenance of the data in

the organization.

To maintain the information about the employees working in the

organization like address, salary details, date of joining, PF & ESI details, etc

Many organizations maintain this very confidential.

Understanding the importance of HR procedures and policies and its

importance in the organization.

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The project is a reflection of our academic and professional performance, as

the study discovers a lot more about a real work environment and the

expected problems.

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COMPANY PROFILE

LOGO

HISTORY

Saket started its operations as Saket Builders in the year 1989 and within a short span of

time became an acclaimed name in real estate. The early 90s saw the company grow

manifolds and diversify into several spheres of realty.

From the year 1995 onwards, Saket Builders came to be known as Saket Engineers. It

created waves by pioneering innovative and never-before building and lifestyle concepts

in Hyderabad. They were one of the firsts to introduce the concepts of integrate township,

seamless gated community, custom designed homes, industrial and commercial structures;

and more recently, the 25-storied high-rise and the active adult retirement home.

MISSION

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To redefine living concepts with aesthetically designed homes and innovative ideas. And

to provide amenities that breakthrough from the regular ones that feature in other projects.

VISION

Providing comprehensive and integrated services for the development and management of residential, commercial and recreational properties and infrastructure.

VALUES

Living up to the trust of all stakeholders of Saket Engineers - customers, employees,

associates/vendors and shareholders.

MANAGING DIRECTOR'S MESSAGE

Our customers are for life. I owe the success of our team to our customers who believed

in us and encouraged Saket Engineers as a pioneer and innovator. We promise to come up

with newer ideas and living concepts that enhance the quality of life. Each of our customers motivates us to build a home that is special and different. It is our business to

go beyond their expectations. And of course, it is our pleasure too.

- T. Radha Krishna Member - MIE, MGS, MACCE, MICI, CII, BAI and Rotary Club of Hyderabad

Secretary – APREDA

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AWARDS

‘Saket Township’ was awarded the Best Project for the year 2001 by Andhra Pradesh

Real Estate Developers Association (APREDA).

CERTIFICATIONS & MEMBERSHIPS

The First developer in A.P. certified with

• ISO 9001 : 2000

• ISO 14000, ISO 18000 (in certification process)

• Member, Confederation of Indian Industry (CII)

• Life Member – APREDA

• Life Member – Hyderabad Management Association (HMA)

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Our projects reveal our thoughts and concern.

• A living space with world-class amenities is more important than providing a mere

luxury house

• Saving your time means making your life easy. Our ventures are quite accessible

from the happening places and commercial areas

• Our townships promise a quality lifestyle tailored to suit every budget

• Custom Designed Homes ensure that you get the space of your dreams

• A home must fulfill the needs and interests of Senior Citizens

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Ongoing Projects Upcoming Projects Completed Projects

Saket at Gowdavally

Independent Villasnear Kompally/ Bahadurpally

Saket near Kollur

Integrated Township, 2 kms off

ORR

http://www.saketgroup.com/html/kosala.asp

http://www.saketgroup.com/html/saket-town.asp

http://www.saketgroup.com/html/e-brochures/pranaam.zip

http://www.saketgroup.com/html/pranaam.asp

http://www.saketgroup.com/html/mithila.asp

http://www.saketgroup.com/html/e-brochures/sriyam.zip

http://www.saketgroup.com/html/sriyam.asp

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SERVICES

Contract Constructions

Works on concept to completion:

We undertake projects and work on them from concept to completion. We have

successfully completed Saket Township and Saket Mithila. Our area of work included

conceptualisation, designing, marketing and construction.

Bidding:

The contract work can also be in the form of pure contract wherein we bid for the projects

based on merit.

Contract construction for third party:

Saket undertakes joint development of projects with land owners.

Property Management Services

Whether it is office suites or multi-occupied high-rise office blocks, our service rangesfrom finding ideal location for the project to full portfolio management.

Our experienced team will help you find a suitable place for your business needs, whereyou can have easy access to the business associates and ancillary support departments.

Our consultancy and construction services include advice on customising the office space

to the changing needs, building and managing the construction.

When it comes to residential property management, Saket’s services for the individuals

and groups include customised building as per the needs of client, developing property jointly, etc.

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Services Offered to Corporates

1. Architectural & Structural

2. Consultancy

3. Construction Management Services

4. Construction Services

Services Offered to Individuals

1. Joint Development of Land

2. Outright Purchase

3. Other Unique Concepts

Services Offered to the Group of Individuals

1. Group Housing Projects

2. Concept to Completion of Project

3. Identification of Land

4. Construction of Flats/Row Houses/Independent Houses

5. Development of Infrastructure and Construction of Buildings

FINANCIAL SUPPORT

You dream home at Saket Projects will be yours now. Saket helps you get financialassistance to own your home. Saket’s association with well known financial institutions

like HDFC and many such other public/private sector banks makes it possible for you to

get easy finance based on your financial resources.

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Housing Finance Companies

HDFC

HDFC Limited is the leading housing finance company in India

helping Indians experience the joy of home ownership. Having

commenced operations nearly three decades ago in 1977, our objective, from the

beginning has been to enhance residential housing stock and promote home ownership.

Today, nearly three million satisfied customers whose dream we helped realise, stand

testimony to our success. Now, our offerings range from hassle-free home loans and

deposit products, to property related services. We also offer specialised financial services

to our customer base through partnerships with some of the best financial institutions

worldwide.

In Andhra Pradesh, HDFC has completed 25 years of operations and presently has a

network of 10 offices across the state.

Contact Address

A. Naveen Kumar

Mobile: +91 98497 13141

email: [email protected]

Corporate Social Resposibilities

mailto:[email protected]


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Saket has been actively responding to and donating for the social causes, in

the surrounding areas of its projects.

The company is putting in greater efforts in the areas of education and

healthcare by providing help to the needy children and the specially abled.

The residents of Saket Pranaam will further help the cause, with its active

involvement in social activities.

SAKET ENGINEERS PVT. LTD.

Registered Office No:

47, III Main Area Gangangar Mill Area Bangalorre-560032

Corporate Office No:

1-31/A, SAKET, KAPRA, ECIL POST,

HYDERABAD - 500 062.

ANDHRA PRADESH

I N D I A.

Phone No. : 040 - 2712 3334

Fax No. : 2712 8848

email: [email protected], [email protected],

[email protected]

website : www.saketgroup.com

THEORITICAL ASPECTS

mailto:[email protected],%[email protected]


mailto:[email protected],%[email protected]


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EMPLOYEE DATA MANAGEMENT:

Data organization is critical to optimal data use. Consequently, it is

important to organize data in such a manner as to reflect business operations

and practices. As such, careful consideration should be given to content,

access, logical structure, and physical organization.

Content refers to what data are going to be collected. Access

refers to the users that data are provided to when appropriate. Logical

structure refers to how the data will be arranged. Physical structure refers to

where the data will be located.

The HR Data Manager is a flexible solution designed to put

employee data at the fingertips of the Human Resources professional or

Business Owner. HR Data Manager allows you to track key employee

information including demographics, position history, compensation history,

certifications, reminders, evaluations, and much more. The HR Data

Manager was written in Microsoft Access to provide a flexible relational

data model for your employee information.

The Standard Edition will meet most organization's needs. For

those who want more, the Full Source Edition is available. This edition

provides you with all the source code and files used to develop the

application so you can customize it the way you want. Don't have an Access

developer on staff? We can make customizations for you.

The Employee Data Management has been designed with a

view of integrating all HR related functions right from creating positions to

employee pensions.

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Data related like organization details, designation, department,

leaves, pays, pay dates, holidays, taxation, deductions etc. It allows the

authorized administrators to modify master data subject to validation.

EDM is basically about collection of employee details. EDM would be

essential in creating the condensed format of softcopy of entire employee

details which are to be “Confidentially Maintained” by HR.

This would be useful in segregation of personal files of employees

which in turn would be used for any sort of HR activity related to the

employee Data are organized in a hierarchy that begins with the smallest

piece of data used by a computer—for purposes of this discussion, a single

character such as a letter or number. Characters form fields such as names,

telephone numbers, addresses, and purchases. A collection of fields makes

up a record. A collection of records is referred to as a file. Integrated and

related files make up a database.

An entity is a class of people, objects, or places for which data are

stored or collected. Examples include employees and customers.

Consequently, data are stored as entities, such as an employee database and a

customer database. An attribute is a characteristic of an entity. For example,

the name of a customer is an attribute of a customer. A specific value of an

attribute is referred to as a data item. That is, data items are found in fields.

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The traditional approach to data management consists of

maintaining separate data files for each application. For example, an

employee file would be maintained for payroll purposes, while an additional

employee file might be maintained for newsletter purposes. One or more data

files are created for each application. However, duplicated files results in

data redundancy. The problem with data redundancy is the possibility that

updates are accomplished in one file but not in another, resulting in a lack of

data integrity. Likewise, maintaining separate files is generally inefficient

because the work of updating and managing the files is duplicated for each

separate file that exists. To overcome potential problems with traditional data

management, the database approach was developed.

The database approach is such that multiple business applications

access the same database. Consequently, file updates are not required of

multiple files. Updates can be accomplished in the common database, thus

improving data integrity and eliminating redundancy. The database approach

provides the opportunity to share data, as well as information sources.

Additional software is required to implement the database

approach to data management. A database management system (DBMS) is

needed. A DBMS consists of a group of programs that are used in an

interface between a database and the user, or between the database and the

application program.

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TECHNOLOGY USED IN EDM:

It is a 3-Tier system. It uses Ms-SQL server, a Robust RDBMS,

for its database backend.

The middle tier comprises of Embedded Business Logic

encapsulated using .COM and . NET technologies. This makes the system

highly secure, easily maintainable, and extremely fast in communication.

The front end comprises of windows forms that are intuitive and

user friendly. This ensures that process complexity is hidden from the user

who interacts with the system with this simple interface.

Data Integration gives you THE POWER TO KNOW® how to

quickly attain and manage consistent and trusted data throughout the

organization. We offer a comprehensive data integration solution that

provides organizations with the flexibility, reliability and agility to respond

quickly to new data integration requirements, consolidate vendors,

standardize on one integration solution and reduce the overall cost of data

integration.

Many companies are spending thousands of dollars investing in

human resources software to make employee data management easier and

work better for the employee and payroll personnel.

Utilize the Employee Data Management system to:

Do much more than a regular time clock

Have employees log in displaying their photo and requiring a password for

security

Monitor employee times more efficiently

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Provide employees with a better way of tracking vacation, sick days and any

time off

Eliminate time fraud...saving the company money

Speed up and make easier the payroll process

Get accurate and professional time sheet reports from employees

Send messages to other employees (meetings, company policies, personal

messages, etc.)

Enter employee performance evaluations

Allow job applicants to apply on-line

Post employment opportunities

Advertise personal items for sale

Access the IN/OUT screen and view employees that are in or out of the

office

Make time-off requests (vacation), on-line and wait for supervisor approval

Allow employees access only to the areas designated by their supervisor

Access professional reports, including:

Daily Times

Monthly Times

Time Off

Access Rights

In/Out List

Vacation Requests

Job Postings

Employee Bulletin

And more with the Employee Data Management System you can take

control of your Human Resources and personnel management. Advanced

features make this program both flexible and easy-to-use!

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CHARACTERISTICS OF VALUABLE INFORMATION:

In order for information to be valuable it must have the following

characteristics, as adapted from Ralph M. Stair's book, Principles of

Information Systems:

Accurate : Accurate information is free from error.

Complete : Complete information contains all of the important facts.

Economical : Information should be relatively inexpensive to produce.

Flexible : Flexible information can be used for a variety of purposes, not

just one.

Reliable : Reliable information is dependable information.

Relevant : Relevant information is important to the decision-maker.

Simple : Information should be simple to find and understand.

Timely : Timely information is readily available when needed.

Verifiable : Verifiable information can be checked to make sure it is

accurate.

EMPLOYEE RECORD KEEPING:

Each employer is required to keep certain labor records.

Previous sections of this handbook describe the requirements. Employers can

use the records to comply with applicable laws and regulations and for

various business management purposes. Employers should keep each

employee's information on file for at least five years after retirement,

resignation or dismissal. Payroll records should stay on file at least five

years.

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TYPES OF RECORDS NEEDED:

Employee records fall into three general categories: hiring, payroll and

performance. Employers consolidate data from some of these records for:

quarterly and annual reports to responsible agencies, tax filing and the

issuing of W-2 forms to employees. Some sample record keeping forms are

included at the end of this section. Responsible agencies do not specify

record keeping forms for use by employers. The records may be kept by

hand or computerized.

I. HIRING:

JOB DESCRIPTION

Effectively developed, job descriptions are communication tools that are

significant in your organization's success. Poorly written job descriptions, on

the other hand, add to workplace confusion, hurt communication, and make

people feel as if they don't know what is expected from them.

Job descriptions are written statements that describe the duties,

responsibilities, required qualifications, and reporting relationships of a

particular job. Job descriptions are based on objective information obtained

through job analysis, an understanding of the competencies and skills

required to accomplish needed tasks, and the needs of the organization to

produce work. Job descriptions clearly identify and spell out the

responsibilities of a specific job. Job descriptions also include information

about working conditions, tools, equipment used, knowledge and skills

needed, and relationships with other positions. Still uncertain about the value

of job descriptions? Consider these tips about employee job descriptions

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Job descriptions provide an opportunity to clearly communicate picture.

Whether you're a small business or a large, multi-site organization, well-

written job descriptions will help you align employee direction. Alignment

of the people you employ with your goals, vision, and mission spells success

for your organization. As a leader, you assure the inter functioning of all the

different positions and roles needed to get the job done for the customer.

Job descriptions set clear expectations for what you expect from people.

According to Ferdinand Fournier in Why Don't Employees Do What They're

Supposed to do and What to Do about It," (see sidebar) this is the first place

to look if people aren't doing what you want them to do. He says you need to

make certain that they clearly understand your expectations. This

understanding starts with the job description.

Job descriptions help you cover all your legal bases. Whether you're

recruiting new employees or posting jobs for internal applicants, job

descriptions tell the candidate exactly what you want in your selected person.

Clear job descriptions can help you select your preferred candidates and

address the issues and questions of those people who were not selected.

Well-written job descriptions help organization employees, who must work

with the person hired, understand the boundaries of the person's

responsibilities.

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People who have been involved in the hiring process are more likely

to support the success of the new employee or promoted co-worker.

Developing job descriptions is an easy way to involve people in your

organization's success. Job descriptions help the employee of his or her

specific tasks and responsibilities. Job descriptions also help with performance evaluations and documentation of disciplinary actions. Job

descriptions can also be useful for establishing the correct job classification

category for Workers' Compensation filings.

OFFER LETTER:

APPLICATION FORM:

An employer should keep on file both the application forms of those hiredand not hire

INTERVIEW RECORDS:

All interview records and notes taken during interviews should be kept on

file

EMPLOYEE DATA SHEET:

The employee data sheet should contain such basic information

as name, address, phone number, birth date, gender and social security

number. Dates of hiring, change in wage rates, dismissal and reasons for

separation could be kept on this form. A sample form has been developed

that meets the requirements of the Fair Labor Standards Act and

Unemployment Insurance as explained in respective chapters of this

handbook.

The HR Records & Data Management Department in the Office

of Human Resources is responsible for the personnel records of all SPA

employees and for advising departments on the State and University law and

policy concerning the privacy of personnel records. HR Records & Data

Management reviews requests for access to, or disclosure of, a personnel

record and releases this information as provided in State law.

PERSONNEL FILES:

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A personnel file consists of information relating to the individual's:

Personal demographics

Application

Selection or non selection for employment Promotions, demotions,

reassignments, transfers Leave Salary Suspensions and/or other formaldisciplinary actions Termination or separation, or other information relating

to an employee's work in the company.

Line 01:

Line 02

OLD ER field

Name

NEW ER Field

Name

Definition/Instruction

Employee

Name (Last,

First, M.I)

Employee Name

(Last, First, M.I,

Suffix)

Complete the name field in the format

of Last, First, Middle Initial, and

Suffix (if applicable). Must be

identical to the employee’s Social

Security Card.

Sex Gender Male or Female (M or F)

Social

Security

Number

Social Security

Number

9 digit number, no need to include

dashes when completing form.

Date of Hire Date First Hired Original University of Pittsburgh hires

date.

--- Latest Start Date Start date of current period of

employment (If the University has

never employed the person, then this

date should be completed as the same

date as the Date First Hired field.

Birth Date Birth Date Date of birth.

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OLD ER

field Name

NEW ER Field

Name

Definition/Instruction

--- Marital Status Captured for Benefits eligibility purposes

only. Does not affect taxes.

M – Married

S – Single

Race Ethnic Origin Replaces old Race code with descriptions:

American Indian or Alaskan Native

Asian or Pacific Islander

Black, Hispanic,White,Unknown

Citizen

(Alpha)

Nationality Citizenship – “US Citizen” is the default

value if none selected.

Permanent Resident, Nonimmigrant, Refugee

US Citizen

Visa Type Visa Type The State Department is the entity of the U.S.

Government that is chiefly responsible for

determining eligibility and issuing the type of

visas for entry to the US. Visas are not issued

through the Immigration and Naturalization

Service. Visas are either immigrant and

nonimmigrant classifications or the number is

assigned at the time the visa is issued. See

link on back of the ER to access LOV.

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Visa

Number

Visa Number 18 digit number

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REQUIRED DOCUMENTS:

In this certain documents has to be collected from the employees. They have

to be kept very carefully. The document need to be collected is as follows:Educational certificates

Address proofs

Pass port size photos

Family photo (for ESI)

Experience certificates

Pay slips (of previous company)

NEW REPORTING SUBMISSIONS:Employers must submit a New-Hire report for all employees who are hired

or re-hired as outlined in the "New Hire Reporting" chapter of this handbook.

PUBLIC INFORMATION :

HR Records & Data Management is required to maintain public information

for personnel files. Public Information includes the employee's:

Name:

Age (not date of birth)

Current department

Date of original employment with the company

Current classification title

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Current salary

Date and amount of most recent change in salary

Date of most recent promotion, demotion, transfer, suspension, separation, or

other change in position classification.

APPOINTMENT LETTER:

The Appointment letter captures the same information and looks almost

identical to each other, with the exception of Costing information required on

the Appointment letter. The new forms are segregated into distinct sections

to capture data. The flow of the data on both forms is consistent with the

order in which the information will be entered into the system. The

following information has to mention in the letter

Name 1

Name 2

Issuing date

Date of joining

Designation

CTC

CTC break upsTerms & Conditions

The new forms maintain line numbers for ease of locating information on the

form.

There is a “Signature” section as well as a “Remarks” section on both the

Employee Record and Appointment forms similar to those sections today.

Forms Instructions:

Instructions and explanations for certain fields are located on the backside of

the forms, similar to the instructions today.The instructions are broken out by line numbers, and any field within a

certain line number that requires explanation is included on the back of the

form. The instructions may include field definitions, lists of values that must

be selected for an appropriate field, and website links to find further

information about a particular field.

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Note - Not all fields on the forms are listed and described on the back; only

those fields that require further explanation/instruction are included

JOINING FORMALITIES :

Once the candidate is selected the HR department should give the

following to the employee. Before that those are supposed to be made into

duel sets. They are as follows:

Appointment letter

Employee data sheet

Bank application form

ESI (employee state insurance)

Provident fund

NISSN (national social security number) etc..

II. PAYROLL RECORD:

PAYROLL MANAGEMENT:

Payroll Management is the linchpin to most of the information an

organization has regarding its employees. While many organizations espouse

to using Human Resource Information Systems (HRIS), the reality is

somewhat different. Current technology and software packages allow

employers to store a vast array of inter-related information about employees.

However, much of this information is not viewed as critical, and thereforeoften overlooked. Basic employee information must however be kept for

payroll purposes. This will also form the basis for any other HR related

information. Information recorded will include:

1) Name,

2) Address,

3) Date Of Birth

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4) Country Of Birth

5) Maritual Status

6) Salary

Much of this is gathered when an employee is first registered on the payroll,

but why is this important? Human resources can utilize this information to

produce workforce profiles such as age, salary distribution, geographic

location, and service length. All of these allow for greater HR planning. It is

therefore imperative that payroll and HR have a clear line of communication.

This however is just the tip of the iceberg. Other reasons for ensuring clear

communication between HR and payroll are:

* HR relies on payroll for historic information for reporting purposes, annual

reports etc.

* Any plans to change award or enterprise agreement conditions must

include input from the payroll area.

Some payroll systems may not be capable of managing initiatives such as

salary sacrificing, share schemes, or international employment. Any changes

to conditions can result in higher payroll costs due to inefficient ‘work-

around’ or an increased need for payroll resources.

EMPLOYEE FIELD/TIME RECORD:

Some type of detailed field or time record is needed for each employee. This

record is needed for pay purposes if wages are based on piecework or hourly

rates as well as for labor management. The information may also be needed

to meet requirements of the Fair Labor Standards Act, including minimum

wage requirements; unemployment insurance; or workers' compensation.

Attendance can be recorded either through manual entry or any other

automated systems like biometric system, swipe cards, etc.

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STATEMENT OF EARNINGS:

A summary record of earnings and deductions should be provided to the

employee for each pay period. The statement should show how the gross

earnings were calculated. For example, show gross wages earned, i.e., hourly

rate multiplied by the number of hours worked or piecework units multiplied

by the rate per unit; and deductions, i.e., income taxes, social security,

insurance or retirement.

NOTE: It is recommended that those employers paying by piece rate use a

weekly pay period. This helps insure that the minimum wage standard is

being met on a weekly basis in accordance with minimum wage

requirements

REMUNERATION:

Remuneration is the compensation an employee receives in return for his or

her contribution to the organization. Remuneration occupies an important

place in life of an employee. His or Her standard of living, status in the

society, motivation, loyalty, and productivity depends upon the remuneration

he or she receives. For the employee too, employee remuneration is

significant because of its contribution to the cost of production. For HRM

too, employee remuneration is a major function. The HR specialist has a

difficult task of fixing wages and wage differentials acceptable to employees

and their leaders.

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COMPONENTS OF REMUNERATION:

SALARY:

Salary is the first component of remuneration. Salary is supposed to be

determined through job evaluation and services as the basis for the other types of benefits. But job evaluation may be only a partial solution because

employees must be paid for their capabilities – for what they can do – rather

than for job demands. This is the reason why norms of wage and salary are

generally not observed while fixing salaries for employees.

REMUNERATION

SALAR

Y

COMMISSIO

N

BONUS

INCENTIVE

SPERKS

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BONUS:

Bonus plays an important role in payment programmes. This type pf

incentive is usually short-term (annual) and is based on performance. For this

reason, the definition of performance is crucial.

COMMISSION:

Some companies pay commission to their executives and going by figures,

commission constitutes a major share in employee remuneration. According

to companies act, an undertaking may pay around 11 percent of its profit as

commission. The actual break up in each case is to be approved by AGM.

PREQUISITES:

Perks constitute a major source of income for executives. In addition to the

normally allowed perks like provident fund, gratuity and like, employees

enjoy special parking, plush office, vacation travel, membership in clubs and

well – furnished houses. Perks take care of all possible needs. Employees are

really required to spend money from their pockets. Their

holidays, servants, telephone bills and even electricity and gas bills are taken

care of by their companies.

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INDIVIDUAL PAYROLL RECORD:

A permanent record for each employee is needed for filing annual social

security forms, income tax forms, and keeping a running total of earnings

and deductions. The system could be a separate page for each person in a

loose-leaf notebook or a commercially prepared ledger sheet. The record

should also reflect accumulated/used vacation and sick leave. Federal and

Ohio taxes may need to be deposited periodically as outlined in the previous

handbook sections on Federal Income Tax Withholding and Ohio Income

Tax Withholding. Monitoring withholdings is necessary to meet deposit

requirements. A more complicated form may be used when dealing with

employees that are sometimes exempt from overtime pay.

VACATION, SICK TIME EARNED AND USED:

This should be a part of each employee's statement of earnings, but a

separate file may be kept for each employee. Written guidelines for sick

leave and vacation help both employers and employees. Employers who are

covered by the Family and Medical Leave Act should keep those files for

each employee as well.

WORKER’S COMPENSATION FILING REPORTS:

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AUTO SYNC:

Provides a faster way to synchronize all HR data through out the

organization. When an employee is transferred to another location, his or her

own records also travel to new location.

No matter how many branch offices the organization have across the globe

EDM ensures that right information is available to right people, at right time,

at right place.

INFO-SECURITY:

Protects valuable data. No user can edit or view data that is not meant for his

or her own use except the authorized personnel.

TAXATION:

Compute tax due based on prevalent taxation laws. Validate computed

returns through TDS filling form

REPORTS:

Regular reports like Attendance, Overtime, Achievements, Advances, Loans,

etc. are prepared.

Overall HR costs, Employee cost to the Company, Departmental cost,

Income Expenditure Analysis etc.

Provides Project estimates and actual analysis along with graphical

representation in form of charts.

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III. PERFORMANCE RECORDS:

PERFORMANCE APPRAISAL

An organization’s goals can be achieved only when people put in their best

efforts. How to ascertain whether an employee has shown his or her best

performance on a given job? The answer is performance appraisal. Employee

assessment is one of the fundamental jobs of HRM, but not

an easy one though. It is the systematic evaluation of the individual with

respect to his or her performance on the job and his or her potential for

development.

EVALUATIONS:

Employers should regularly conduct formal evaluations of all employees and

keep the evaluations in the employees' files.

TRAINING AND ORIENTATION RECEIVED:

Orientation and training dates, content and lengths of time should be

recorded. These requirements include records of training and accident

records related to regulations. The orientation program should be give to the

new employees. The entire record of the training classes conducted and the

number of employees attended show made into records. This will for future

planning process.

DISCIPLINARY ACTIONS RECORD:

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All disciplinary action should be documented. Employee behavior causing

the discipline and action taken should be recorded. For example, in dealing

with tardiness, the employer should record dates the employee was late, the

time work was to begin and the time the employee arrived.

Employers should also document conversations with the employee related to

the tardiness and dates/times when disciplinary actions were taken. Copies of

written disciplinary warnings given an employee should be kept on file.

Progressive discipline practices may allow an employee's file to be purged of

records of disciplinary action after a specified period of time with no further

violation of rules and regulations

ASSISTANCE WITH PAYROLL & RECOED KEEPING:

Engaging the services of a payroll company can greatly reduce

time devoted to record keeping and payroll processes. Employers with even a

small number of employees often find a payroll service an excellent way of

reducing their frustration with forms, reports and other guidelines. The

payroll companies stay abreast of all changes in forms and reporting

requirements. Basic services vary by company. For example, some complete

worker’s compensation reports every six months. Some charge based on

turnaround times. Employers hiring an outside firm to do their payroll will

routinely receive summary reports. The yellow pages list payroll companies

doing business in the local community.

Some accounting computer software packages include payroll

options. These software packages assist the farm employer in managing,

retrieving and using employee records. Although switching to acomputerized record system can be quite time consuming, the longer-run

convenience makes the change justifiable for many farm employers. Check

writing and report generation features of payroll software are especially

important time aspects.

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STAGES OF EDM:

• Identify sources of data

• Collect and analyze entities for data (Name, Code, Phone No.etc)

• Appoint data stewards(Representatives from business users of data)

• Knowledge and Authorithy to make decisions on how the data is

maintained,what it contains.

• Decide what attributes,entities,to be included.

• Need to buy or build tools to create data lists by

cleaning,transforming,and merging the data.

• Exposing the data to application and provide processes to manage and

maintain the employee data.

• Generate and test data i.e,tools purchased or developed are used to

merge data and requires manual inspection to ensure that data is

correct and consistent.

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OBJECTIVES OF EDM:

• To understand various employees nature,seeking at certain stage

after joining the company.

• To know the number of employees working in a company.

• To document and compile the data of the employee at the time of

joining the organisation.

• To audit and generate the report on complete and incomplete.

• Maintainind the data of employees after joining the company.

LIMITATIONS:

• Follow-up action was a big trouble as some of the candidates did not

cooperate with us.

• Husys is a consultancy firm with yet a busy schedule, thus it enclosed

in it a lot more to discover, which demanded more of time.

• Entering the data of the employee in the system and maintaining the

records.

• Checking for the full details of the employees and arranging them in

order.

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• Document collection and file maintenance for the HR-DESK

demanded continuous follow-up process as some employees went out

of station.

PURPOSE AND IMPORTANCE:

There are three reasons why proper record keeping is a

requirement for employers.The first is simply that it makes good business

sense to have accurate information handy and organized when you want to

use it.

The second reason is that most business owners and

managers will eventually encounter the need to produce documentation

about employee performance and work history. Having the proper records to

retrieve is vital when the need presents itself.

And, the third reason, some employee records are required

by federal or state governments and must be kept somewhere. Organizing

them by employees name makes access easy.

There are some important cautions to be given about the

subject of identifiable employee information. Generally, state laws permit

employees the right to examine their personal employment records. This

simply allows individuals the opportunity to confirm information in the file

and identify any specific information which is believed to be incorrect.

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For employees (someone you have put on your payroll),

it is necessary to have information in the personnel file which would be

considered illegal to gather prior to the job offer being made. For example,

you need a birth date to enroll your employee in health insurance and life

insurance programs. As long as such information is used for legitimate

purposes, employers will have no problem. You may find your state laws

further protect against identifying marital status, living arrangements,

medical history, arrest records or other personal characteristics. Part of being

a professional business manager is keeping quality professional records.

Take a look at your organization’s practices and find out if you have what

you need. If not, plan to get it. It will save you trouble in the long run.

The Health Insurance Portability and Accountability Act of 1996

requires employers and health care providers to protect medical records as

confidential, separate and apart from other business records.

That means we may no longer retain medical information in a personnel file.

Here are some examples of information you should extract from your

personnel files and place in separately protected files as medical information:

Health insurance application form

Life insurance application form

Request for medical leave of absence regardless of reason

Personal accident reports

Workers’ compensation report of injury or illness

Injury and illness report.

Any other form or document which contains private medical Information.

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SCOPE OF STUDY

The Scope of Employee Data Management is too wide and vast. It includes

major activites related to the various employees working in an

organization.Some of the major important activities are as follows.

Job Satisfaction

Employee Perfomance

Employee Safety

Employee Relations

Employee effort to improve the growth of Organization.

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ANALYSIS

WORK ANALYSIS:

DATE: 02nd Dec’10 – 08th Dec’10

Theoretical analysis (orientation classes):

About Saket, HR role, major industrial segments, challenges of HR,

employee relation, performance management system, training and

development and basic HR skills.

DATE: 9th Dec’10 – 15th Dec’10

Assignment (HR functions of various companies)

Collected information on HR function/operations from various companies. In

this we collected information like how the HR department works, if there is

no HR department then who is responsible for recruiting the employees.

Prepared PPT on the same topic and gave presentation

DATE: 16th Dec’10 –20th Dec’10

Data recordingIt includes:

Given codes to the employee sheets and arranged them in order.

Entering the employee information in the system according to the serial

codes. Some employee sheets were missing for them we wrote the code

number and placed the file in the folder. We entered as No EDS in the

system. We had entered 100 employee sheets in a day.

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We need to enter the details like name 1, name 2(sur), Address1, address2,

emergency address, contact number, emergency number, experience details,

additional qualifications, hobbies, blood group, date of joining, educational

qualifications, father name, etc….

DATE: 21st Dec’10 – 25th Dec’10

Same work continued as there were 900 employee details has to be entered.

Attended class on employee data management

DATE: 26th Dec’10 – 31st Dec’10

We had entered 100 employee sheets in a day.

Learnt how the recruitment process will take place

What are the documents need to be collected at the time of recruitment

What are the joining formalities?

DATE: 01st Jan’11 – 13rd Jan’11

Entered the files employees file which belongs to January month. Also

entered the files of employees of February month

HR Desk:

Collected document of all the newly joined employees of Husys’s client

company which is a large nonprofit organization based in India and is

dedicated to urban development and serving the world as a community by

strengthening global communication among individuals. It helps in

maintaining records. Learnt how to maintain personnel files of the

employees of an organization.

A personnel file should contain:

Employee checklist

Employee’s original employment application Prescreening application notes

Employment interview report form

Education verification

Employment verification

Other background verification

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Employment offer letter

Employment agency agreement if hired through an agency

Employment handbook acknowledgement form showing receipt of

Handbook

Checklist from new employee orientation showing subjects covered.

RECORDS:

01. Total Records Entered 700

02. Applications Fully Filled 560

03. No Data Sheets 140

04. Employee’s having Vehicle liscenses 100

05. Family Photos For ESI 500

06. Employees having Their P.G 350

07. Experienced Employees 250

08. Employees Clear in Addresses 200

09. Employees having EmailID’s & Contact Numbers 450

10. Identification Marks Missing 200

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With respect to the above data available with the employees

working in an organisation and based on the information with the available

records we can plot a graph between the total no of employees working in an

organization.

GRAPHICAL REPRESENTATION OF EMPLOYEE DATA

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LEARNINGS FROM THE PROJECT

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Collected information on HR function/operations from various companies. In

this we collected information like how the HR department works, if there is

no HR department then who is responsible for recruiting the employees.

Prepared PPT on the same topic and gave presentation.

Have to maintain chronological data of employees according to codes

and to enter the data.

Have learnt the necessary and important documents to be submitted

by an employee before joining the organization.

Have learnt the necessary qualifications to be fulfilled by an

employee in order to work in the organization.

CONCLUSION

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Husys consulting private ltd. is the most cost effective off-shore business

model for human resource from India. It handles the entire data starting from

recruiting the candidates to till their payroll system in future it will be able to

setup any simple to complex business processes at a very reasonable cost.

Husys have been successful in bagging the HR functional outsourcing

contract within 1 month of operation, which meant a great historic

achievement in managing HR function and outsourcing the same and today

they have the people who are synonymous with HR function outsourcing .

Husys consulting provides HR function as holistic as well as strategic HR

outsourcing/consulting partner by design and development of specific/whole

or sub functions of the services based on the organization.

FINDINGS:

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• Master Data can be described by the way that it is

Created,Read,Updated, Deleted and Serched.This cycle is called

“CRUDS” cycle and is different for different data types and

companies.

• How an employee data is created depends largely upon company’s

rules,industry segment and data systems.

• Valuable entities are rarely a challenge to manage.

• As access to data is not always available employers start storing data

in various locations such as spreadsheets etc.

• Investing a lot of time,money,and effort in creating a clean ,consistent

set of data is a wasted effort unless the solution includes tools and

processes to keep data clean and consistent as it is updated.

SUGGESTIONS:

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The most Challenging criteria for the HR is not only to recruit the employees

or not only to managing the organization but also to maintain the record of

the employees very effectively. Therefore, HR professional must also focus

on employee data management.

The HR professional should continuously enhance their HR competencies to

keep pace with the changing environment.

Communicate the findings

Use employee comments,

Determining what policies and practices, if any, need to be changed to

improve employee satisfaction

Identify key conflicting data

Employee information need to be shared across multiple locations,

Data maintained should be correct and consistent

Access to data is not always available and data is stored in various

locations such as spread sheets etc.

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BIBILOGRAPHY

• Data collected from organizational source.

• Human Resource & Personnel Management-K ASWATHAPPA

• Human Resource Management-V S P RAO

• Designing & Managing Human Resource Systems-UDAI PAREEK T.V.

RAO.

• www.hrdatamanager.com

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