1. 0 Introduction: With the constant evolution of technology we find that we have to always keep an eye on new inventions and try to acquire the latest technology so we don’t find ourselves falling behind, the same thing applies to HRMS’s in corporations, it has to be constantly maintained and upgraded to make use of the latest technologies and to insure the corporation maintains its competitive advantage in the market.
In this report we take a look at the current HRMS practices in Sharjah governmental departments in order to pinpoint its limitations, and then compare it with a different HRMS practice that is implemented in a similar governmental entity in order to show the reader how changing the current HRMS of Sharjah governmental department could be beneficial to both customers and the department itself and how it could solve many of the problems that Sharjah governmental departments are currently facing.
After that we give suggestions and recommendations on what we believe should be done in order to start solving this problem. 2. 0 HRMS in general: With the constant growth we are witnessing in corporations and the huge increase in numbers or employees that come with it , the old practices of HRM and all the routine activities that have to be recorded gets harder and more time consuming . So it was simply a matter of time before between human resource management (HRM) and information technology (IT) merged together to make our life easier.
In other words, a human resource management system (HRMS) or (HRIS) refers to the systems at the intersection between human resource management (HRM) and information technology (IT). Human resource management systems (HRMS) made the process of recording and following routine activities faster, easier and more efficient. Currently human resource management systems encompass: * Payroll * Personnel * Training * Attendance tracking * Performance record and appraisal * Forecasting employment needs * Succession planning * Employee self service * Management self service.
HRMS doesn’t just handle routine activities anymore, it has evolved to a more overall intelligent system that helps us make many decisions some of which are: Recruitment, Training and development, employee plan compensation and Performance appraisal 3. 0 Sharjah government 3. 1 Introduction to Sharjah Government systems There are around more than 52 local government depts. that are responsible about: finance, human resources, operations, transports etc. These different Depts. main role is to organize the city operations and services. All of these Depts.
use different kind of systems in order to process the daily work; these systems include: 1. The Smart Observe (TSO): A system that was created by Directorate of Human Resources of Sharjah. DHR request from all Sharjah organization to save employees personal information’s, leave, promotion and salary history. 2. Sharjah Gov. Employees Portal: A website was created by Directorate of Human Resources for Sharjah Gov. Employees and job searchers. The employees will be given a username and password in order to update their information and to check their work information like salary and leave.
3. Takaml: A system that was created by Sharjah Finance Dept. were all accountants should insert the depts. budget and process the financial operation from the same system. 4. Attendance system: each dept. has their own system to record the attendance of their employees and to submit reports in regards to their punctually. 5. Other systems: some local organizations are not satisfied with the Gov. Finance system or the smart observer system, so they purchase their own system.
The system is not accurate and it is designed for only Arabic users. Although we have a system, there is a lot of manual and papers work as no process would be accepted unless it is printed and signed with several copies. 3. 3 Comparison with a similar entity In order to better understand how human resource management systems (HRMS) function in Governmental departments, we believe it would be beneficial to take a quick look at a different HRMS that in currently implemented in a similar entity. For this purpose we are looking into the current human resource management systems (HRMS) implemented in Dubai governmental departments.
Dubai governmental departments use Government Resources Planning (GRP), a part of Oracle E-Business suite, which is a unified, secure and fully integrated suite of systems in use at Dubai Government Departments, assisting them in managing the important part of their business through providing a back-office support system covering Human Resources, Payroll, Finance, Purchasing, Inventory, Projects, Asset Management and related self-services. GRP helps the departments focus on their core businesses while it handles the back-office operations in an effective and efficient manner.
The GRP system offers many benefits including: * Cost reduction * Efficiency, simplicity and effectiveness of process * Ease enforcement of Government policies * Reduction of manual work and handovers * Data accuracy * More Control over processes * High security. As we can clearly see, Dubai governmental departments rely on the use one system in all their departments, which greatly enhances the communication and collaboration between them, while Sharjah governmental departments have more than 5 different systems that are used throughout its departments.
Also Dubai uses “GRP” which is a part of Oracle E-Business suite and constantly maintains and upgrades the system when needed. 4. 0 Suggestions and recommendations As employees, sometimes we suffer a lot using the inefficient systems, and we send formal letters for the organization that is responsible about each system. In the Smart Observer System it’s hard to do changes due to the formality and confidentiality of Directorate of Human Resources. What is needed to improve the current system is to choose a system that can combine all the functions that is required in the Gov. of SHJ.
To change the current system we will need the following steps: 1. Vision and a plan: a clear vision of the system and how it can help us improve our business should be written down with listing the best practice around the world and in the UAE in regards of HRMS. 2. Upper level approval: the Executive Council of Sharjah Government understanding and their approval for this project will help in removing all the obstacles and the resistance of the Depts. that are responsible about all the current systems.
3. Collaboration: this project will need collaboration between Directorate of Human Resources, Sharjah Finance Dept.and Sharjah E-Gov Dept. all information should be gathered from DHR and SFD and controlled by SHJ E-Gov in order to build one Gov. system. 4. Professional IT staff: in order to make this project, we will need a qualified IT professional from the Sharjah Gov. and not to depend on outsource only. The Gov. should put a plan to train the IT stuff and upgrade their information. 5. Budget: this project will need a huge effort and a great deal of money to buy an intelligence business program and to train the employees.
We will need a detailed budget with detailed information about the activity and cost. E-Gov Dept. should be the leader and the responsible about this project. They should lead the investigation and the analyzing stage of this project and before deciding which system to use; they should gather data from all the recourses and design the system. In order to choose the best system, they should look into best practices around the world and UAE in particular.
5. 0 Conclusion Developed Information System can achieve lots of efficiency and save time for both the Gov.and the clients. But like all technologies it has to be constantly maintained and upgraded to get the most benefit out of it and to stay competitive. 6. 0 References * Al Shamsi, S. (2013, March 18). Interview by Aisha Al Ketbi [Personal Interview]. Dubai egov system. * Al Ali, S. (2013, March 18). Interview by Aisha Al Ketbi [Personal Interview]. Shj hr system. * (n. d. ). Retrieved from www. hr. sharjah. ae * (n. d. ).
Retrieved from http://www. scribd. com/doc/45922518/MIS-Management-Information-System-in-HR-applications * Kumar, R.(2012, april 02). Role of mis in hrm. Retrieved from http://www. scribd. com/doc/45922518/MIS-Management-Information-System-in-HR-applications * Human resources management information system. (2005, 01 04). Retrieved from http://www. rcmp-grc. gc. ca/pia-efvp/hrmis-sigrh-eng. htm * Human resource management system. (2007, june). Retrieved from http://en. wikipedia. org/wiki/Human_resource_management_system * How is MIS importance for hr department?. (n. d. ). Retrieved from http://wiki. answers. com/Q/How_is_MIS_Importance_for_HR_department.