Human Resource Management
Establishment of HR-Database
By Saif-ur-Rehman Usmani
Human Resource Management plays vital role in the effective use of the human resources of an organization. HRM has become an integral part of the present day organizations. It helps in optimal use of the human resources of an organization, their career planning & capacity building, aligned with requirements of the organization. HR Database is the tool facilitating effective HRM, through easy access to information for informed and timely decisions making. In the public sector, specially GoNWFP, HRD is very helpful in postings and transfers of appropriate persons against appropriate positions, promotions and career growth, career planning, financial management pertaining to employees, their performance evaluation, maintenance of service record etc. Besides that the database can provide useful information for the proposed medical insurance, pension management, housing schemes etc.
2. Database of about 322,000 serving Provincial Government employees and about 115,000 Pensioners has been established under the Provincial Reforms Programme. Data of about 270,000 serving employees and of about 75,000 pensioners has also been collected. Distributed architecture has been established across the Province. Training has been provided to the concerned staff in use and updating of the database. A purpose built, building is being constructed for FMIU, Finance Department, which will house the HR-database wing. Presently a small suite has been renovated for housing the setup.
3. Primary work of the Project has been completed and now efforts are being made for collecting the balance data, refinement of the data and keeping the database current. In this regard salary budget/BM-6 for 2008-09 has been prepared through the HR Database and data of about 270,000 employees has been updated through the said process. The said process has greatly facilitated the splitting of budget by spending DDOs from composite or budget DDOs. The total DDOs are 1190 as synchronized with the accounts system of AG-NWFP.
4. NWFP has taken lead among other Provinces by establishing the HR database. The database is first of its kind in the public sector in the country. The database is helpful in policy planning and effective decision making. Presently major uses of the database are;
a) Access to the service record of the employees for promotions, postings/transfers & training, information about domiciles, age groups, cadres, family size/dependents etc.
b) Financial control through the database i.e. automatic updating of the BM-6/salary budget every year, information of budgeted pay scales and actual pay scales, information about illegal adjustments/appointments against irrelevant posts/pay scales, validation of Pensioners' record, information about vacant posts, scenario based analysis, base data for transfer of salary budget to the districts etc.
c) Medical insurance scheme, issuance of machine readable Service Cards to all employees, facilitating the employees welfare schemes etc.
5. Actual benefit of the Database lies in its timely updating and practical use, in the day-to-day service and financial matters. A policy is being formulated, about practical use of the database in the day-to-day working of the departments. The data of the offices once corrected is locked and no one could change the core data except the authorized officers in the respective Departments. It is for the Departments/Districts to make maximum use of the resource, which will not only facilitate their work to a great extent, save time and resources in digging information every time for identical cases, increase their efficiency but will also keep the database current.
6. The database is being linked with NAM based accounting system, implemented through PIFRA. The HR database will provide base data for the payroll system, which will speed up the process of computerization in Account Offices and keep the database current and consistent with the payrolls database. The database will also be integrated with budget system, automatically providing salary budget to the budget database. Flow of funds to districts for salary budget and the actual expenditure on that account will be monitored through the database. Besides that the HR-database is being linked with EMIS of Schools & Literacy Department and Performance Based Budgeting System (PBB) for information exchange and analysis.
7. Data is being provided for actuarial analysis and planning of pension schemes by the World Bank. The World Bank has included effective use of the database as an important milestone for DPC-II. The Bank gives priority to the effective of the database in daily affairs pertaining to HRM. DFID has extended extensive technical assistance for province wide expansion of the HRD and its integration with the budget, PBB and payroll databases. This year a directory of vacant positions as well as Employees Directory will be printed as addendum to the salary budget 2008-09. On the same lines a Directory will also be printed for the Pensioners.