Training Project (Repaired)

1

Summer Training ReportOn

“ Study Of Human Resource Information System In South Eastern Coalfield Limited”

Submitted for partial fulfillment of requirement for the award of degreeOf

Master of Business Administration

Of

Guru Ghasidas VishwavidyalayaA Centralized University

Session 2010-11

Submitted byABHA JHA

MBA II Semester

DEPARTMENT OF MANAGEMENT STUDIES

GURUGHASIDAS VISHWAVIDYALAYA

A CENTRAL UNIVERSITY

BILASPUR (C.G) 495009

DECLARATION

I the undersigned solemnly declare that the report of the Summer Training work

entitled “Study of Human Resource Information System In South Eastern Coalfield

HUMAN RESOURCE INFORMATION SYSTEM

2

Limited”, is based my own work carried out during the course of my study under the

supervision of

I assert that the statements made and conclusions drawn are an outcome of the project

work. I further declare that to the best of my knowledge and belief that the project report

does not contain any part of any work which has been submitted for the award of any other

degree/diploma/certificate in this University or any other University.

___________________

(Signature of the Candidate)

Abha Jha

CERTIFICATE BYTHE EXAMINERS


3

This is to certify that the project entitled “Study of human resource information system in

South Eastern Coalfield Limited”

Submitted by

Abha jha

Has been examined by the undersigned as apart of the examination for the award of Master of

Business Administration degree of Guru Ghasidas Vishwavidyalaya, Bilaspur(C.G).

________________ ________________

__________________ ________________

Name & Signature of Name & Signature of Internal Examiner External Examiner Date: Date:

Forwarded byHead

Department of Management

ACKNOWLEDGEMENT


4

I would like to acknowledge my deep sense of gratitude of Dr.L.P.Pateria (H.O.D) of

management. My project guide whose encouragement, co-operation and keen interest coupled

with valuable suggestion served a lot in the successful completion of the work.

Lastly I would like to express my deep, sense of gratitude of all who have shared their valuable

time and helped me directly in the preparation of this project.

_______________________

(Signature of the student)

Abha jha

MBA. 2ND Semester

PREFACE


5

Being a student of MBA practical knowledge is an important as theoretical knowledge. For gaining practical knowledge training in an organization is necessary.

In this project firstly I had given introduction of the company profile.

Nextly, I have given the literature survey of “Study Of Human Resource Information System South Eastern Coalfield Limited”.

Thirdly the research methodology has been given explained used for this research. At last analysis of data is done through pie charts and on that basis conclusion and suggestion have been given.

On the basis of data available and collected by me, I have prepared a report and hope the report will help as to some extent effective plan for future so that there will be successful implementation of the act.

TABLE OF CONTENTS

CHAPTER TITLE PAGE NO

I 1.1 Coal industry in India 8-17


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1.2 South Eastern coal fields

Ltd: A profile 18-28

II Literature review

2.1 Introduction of HRIS 30-32

2.2 Meaning 32-33

2.3 History and evolution 33-34

2.4 Features 34-36

2.5 Need of HRIS 37

2.6 Process of HRIS 37-41

2.7 Model of HRIS 42-44

2.8 Function of HRIS 46-49

2.9 Benefits and Pitfalls 49-51

III HRIS in SECL 52-62

IV Methodology 63-67

V Results and interpretations 68-76

VI Conclusion and Suggestions 77-78

VII Limitations 79

VIII Bibliography 80

IX Annexure 81-83


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CHAPTER - 1

INTRODUCTION

1.1 COAL INDUSTRY IN INDIA

Coal – Primary Source Of Energy:


8

India now ranks 3rd amongst the coal producing countries in the World. Coal being the most

abundant fossil fuel in India till date, it continues one of the most important sources for meeting

the domestic energy needs and will continue to be the mainstay of its future energy supply. It

provides most vital input for accelerating the growth of Indian economy. Globally, Coal accounts

for 20% of the primary energy consumption, whereas in India, it has a share of 54%. In Power

generation, share of Coal is 30% on global basis whereas in Indian context, it is about 65%. The

Indian Power Sector is growing at the rate of 5% per annum & aiming at 7% for the next 7–8

years, which will result in massive increase in the demand of Coal for Power Sector alone apart

from growth in other sectors of economy like Steel, Cement and Fertilizer etc.

India’s Energy Scenario & Coal

India is currently among the top three fastest growing economies of the world. As a natural

corollary India's energy needs too are fast expanding with its increased industrialization and

capacity addition in Power generation. This is where 'Coal' steps in. In India coal is the critical

input for major infrastructure industries like Power, Steel and Cement.

Coal is the most dominant energy source in India's energy scenario.

Coal meets around 52% of primary commercial energy needs in India against 29% the world

over.

Around 66% of India's power generation is coal based.

India is the 3rd largest coal producing country in the world after China and USA.

The relative minor resources of tertiary coal are located on the either extremes of peninsular

India.

State and Area wise Coal reserves in India

Sl. No State name Standard Actual Expected Total % Of


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Reserve Reserve Reserve Reserve Reserve

1 Madhya Pradesh 7565.50 9258.38 2934.49 19758.37 8.17

2 Chhattisgarh 9570.15 27432.89 4439.06 41442.10 17.14

3 Uttar Pradesh 765.98 295.82 1061.80 0.44

4 Maharashtra 4652.39 2432.18 1992.17 9076.74 3.75

5 Orissa 16910.63 30793.07 14295.56 61999.26 25.64

6 Andhra Pradesh 8403.18 6158.17 2584.25 17145.60 7.09

7 Assam 314.59 26.83 34.01 375.43 0.16

8 Arunanchal Pradesh 31.23 40.11 18.89 90.23 0.04

9 Meghalaya 117.83 40.89 300.71 459.43 0.19

10 Nagaland 3.43 1.35 15.16 19.94 0.01

11 West Bengal 25123.00 10.39

12 Jharkhand 64371.00 26.62

13 North East 864.00 0.36

Total 241786.90 100.00

Table 1.1

Coal can be broadly classified into two categories like coking and non-coking coal. Coking coal

is the coal which has coking property and which is used in metallurgical industries depending on

the quality of coke produced by them. Coking coal is sub-divided into prime coking coal,


10

medium coking coal and semi coking coal. Similarly, non-coking coal is also categorized in

seven grades (Grade A to G) depending on its caloric values.

Coal Production In India

Commercial coal mining in India with coal as an article of trade started in 1874 at the instance of

Warren Hartings for the benefit of East India Co. for the manufacture of arms and ammunitions.

Coal is the only prime source of energy. Coal mining started in the last quarter of 18 th century in

Raniganj field. Britishers took the lead to exploit the coal reserves to meet their industrial

requirements (arms and ammunitions) especially during the Second World War. This was in the

Raniganj coalfields area along the western banks of river Damodar over land from Dissergarh to

Raniganj town and coal mining commenced here in surface mines, quarries or small opencast

mines. In the year 1815 -20, the first shaft mine near Raniganj town was opened. In 1835,

Raniganj coal mining with all the land and buildings passed into the hands of Prince Dwarika

Nath Tagore, grandfather of poet Rabindra Nath Tagore and Carr-Tagore was formed in 1843.

M/S Carr-Tagore & Co. and another coal company M/S Gilmore Homfray & Co. were

amalgamated into Bengal Coal Co. Ltd., the first joint stock coal company in India. Since then

industrial operations continued on a low key, principally as a result of neglecting of coal mining

in India. Organized mining of coal started in the Raniganj coalfield in the early 19 th century.

Transportation of coal from Raniganj to Calcutta was done through river navigation along

Bhagirathi opening of railway lines from Howrah and Raniganj. Steam locomotives paved the

way for expansion of coal production.

In the beginning of the 20th century our country had attained the capacity of producing

approximately 6 million tones of coal per annum during the First World War. In the Second

World War the demand of coal was increased. The Govt. as well as the business community gave

greater emphasis on increasing coal production. Coal recruiting organization was set up to

provide manpower and give a boost to the production drive.

With the dawn of independence a greater need for efficient coal production was felt in the first

five-year plan. Coal being the most crucial energy resource, was considered necessary to

expedite development of modernization of the coal industry. Thus, by the end of 1955-56 our


11

country produced 38.4 million tones. During the second five-year plan too the coal production

was stepped up further to 60 million tones per annum. In 1956, National Coal Development

Corporation (NCDC) was formed with 11 collieries belonging to railways as its nucleus. NCDC

was given the task of exploring new coal fields and expediting development of new coal mines in

the out laying coal fields. Subsequently, in the context of conservation, safety, scientific

development of coal reserves, systematic and proper mining of coking coal and increasing

demands from iron and steel industries the Govt. of India took over all the coking coal mines on

16th of October 1971 and nationalized them on 1st of May 1972. A company is known as Bharat

Coking Coal Ltd. Was formed to manage the coking coalmines.

The objectives of nationalization were:

1. Planned development of available coal resources.

2. Improvement of safety standards.

3. Ensuring adequate investment for optimal utilization consistent with growth.

4. Improving the quality of life of the work force.

5. Prohibiting wasteful, selective and slaughter mining.

With the takeover of coking coal mines by the Govt. as mentioned above, the private coal mine

owners stopped capital investment for renewal of machineries/equipments as well as for the

development of new mines. The living conditions of the miners remained sub-standard. The

private mine owners indulged in unhealthy mining practices including slaughter mining with the

sheer objective of maximizing their short-term gains. The private miners defaulted in payment of

royalty and other dues to the state group, deposition of CMPF contribution amount, under

payment of wages to the workers; they also adopted malpractices in sales and other corrupt

practices and also violated safety laws. Approximately 3.5 lakh workmen engaged in non-coking

coal became restive on account of wide variation in the terms and conditions of employment. At

this junction the company was in the urgent need of increasing coal production for meeting the

increasing demands of the growing industries. Keeping all these factors in view, the Govt. took

over the non-coking coalmines on 30th January 1973 and subsequently nationalized them on 1st

May 1973.


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FORMATION OF COAL INDIA LTD.

History and Formation of Coal India Limited

With dawn of the Indian independence a greater need for coal production was felt in the First

Five Year Plan. In 1951 the Working Party for the coal Industry was set up which included

representatives of coal industry, labour unions and government which suggested the

amalgamation of small and fragmented producing units. Thus the idea for a nationalized unified

coal sector was born. Integrated overall planning in coal mining is a post-independence

phenomenon. National Coal Development Corporation was formed with 11 collieries with the

task of exploring new coalfields and expediting development of new coal mines.

Factors which led up to Nationalization of Coal Industry in India

Nationalization of coal industry in India in the early seventies was a fall out of two related

events. In the first instance it was the oil price shock, which led the country to take up a close

scrutiny of its energy options. A Fuel Policy Committee set up for this purpose identified coal as

the primary source of commercial energy. Secondly, the much needed investment needed for

growth of this sector was not forthcoming with coal mining largely in the hands of private sector.

The objectives of Nationalization as conceived by late Mohan Kumaramangalam were;

Conservation of the scarce coal resource, particularly coking coal, of the country by

Halting wasteful, selective and slaughter mining.

Planned development of available coal resources.

Improvement in safety standards.

Ensuring adequate investment for optimal utilization consistent with growth needs.

Improving the quality of life of the work force.

Moreover the coal mining which hitherto was with private miners suffered with their lack of

interest in scientific methods, unhealthy mining practices etc. The living conditions of miners

under private owners were sub-standard.


13

Formation of Coal India Limited

With the Government’s national energy policy the near total national control of coal mines in

India took place in two stages in 1970s. The Coking Coal Mines (Emergency Provisions) Act

1971 was promulgated by Government on 16 October 1971 under which except the captive

mines of IISCO, TISCO, and DVC, the Government of India took over the management of all

226 coking coal mines and nationalized them on 1 May, 1972. Bharat Coking Coal Limited was

thus born. Further by promulgation of Coal Mines (Taking over of Management) Ordinance

1973 on 31 January 1973 the Central Government took over the management of all 711 non-

coking coal mines. In the next phase of nationalization these mines were nationalized with effect

from 1 May 1973 and a public sector company named Coal Mines Authority Limited (CMAL)

was formed to manage these non coking mines.

A formal holding company in the form of Coal India Limited was formed in November 1975

to manage both the companies.

Coal India Limited At A Glance

Coal India Limited (CIL) as an organized state owned coal mining corporate came into being in

November 1975 with the government taking over private coal mines. With a modest production

of 79 Million Tonnes (MTs) at the year of its inception CIL today is the single largest coal

producer in the world. Operating through 81 mining areas CIL is an apex body with 7 wholly

owned coal producing subsidiaries and 1 mine planning and consultancy company spread over 8

provincial states of India. CIL also fully owns a mining company in Mozambique christened as

‘Coal India Africana Limited’. CIL also manages 200 other establishments like workshops,

hospitals etc.

Further, it also owns 26 technical & management training institutes and 102 Vocational Training

Institutes Centres. Indian Institute of Coal Management (IICM) as a state-of-the-art Management

Training ‘Centre of Excellence’ – the largest Corporate Training Institute in India – operates

under CIL and conducts multi disciplinary management development programmes.


14

CIL having fulfilled the financial and other prerequisites was granted theMaharatna recognition

in April 2011. It is a privileged status conferred by Government of India to select state owned

enterprises in order to empower them to expand their operations and emerge as global giants. So

far, the select club has only five members out of 217 Central Public Sector Enterprises in the

country.

Unmatched Strategic Relevance

Produces around 81.1% of India’s overall coal production

In India where approximately 52% of primary commercial energy is coal dependent, CIL

alone meets to the tune of 40% of primary commercial energy requirement

Commands nearly 74% of the Indian coal market

Feeds 82 out of 86 coal based thermal power plants in India

Accounts for 76% of total thermal power generating capacity of the Utility sector

Supplies coal at prices discounted to international prices

Insulates Indian coal consumers against price volatility

Makes the end user industry globally competitive

Thus, plays a key role in “India Growth Story” and making India incorporate globally

competitive.

Mission of Coal India Ltd.:

The mission of Coal India is to produce and market the planned quantity of coal and produce

efficiently and economically with due regard to safety, conservation quality.

Vision Of Coal India Ltd.

To be a leading energy supplier in the country by adopting best practices and leading technology

from mine to market.


15

Corporate Structure and Subsidiary Companies

Coal India is a holding company with seven wholly owned coal producing subsidiary companies

and one mine planning & consultancy company. It encompasses the whole gamut of

identification of coal reserves, detailed exploration followed by design and implementation and

optimizing operations for coal extraction in its mines. The producing companies are:

1. Eastern Coalfields Limited (ECL), Sanctoria, West Bengal

2. Bharat Coking Coal Limited (BCCL), Dhanbad, Jharkhand

3. Central Coalfields Limited (CCL), Ranchi, Jharkhand

4. South Eastern Coalfields Limited (SECL), Bilaspur, Chhattisgarh

5. Western Coalfields Limited (WCL), Nagpur, Maharashtra

6. Northern Coalfields Limited (NCL), Singrauli, Madhya Pradesh

7. Mahanadi Coalfields Limited (MCL), Sambalpur, Orissa

8. Coal India Africana Limitada, Mozambique

9. The consultancy company is Central Mine Planning and Design Institute Limited (CMPDIL),

Ranchi, Jharkhand.

North Eastern Coalfields (NEC) a small coal producing unit operating in Margherita, Assam is

under direct operational control of CIL.

Coal India’s major consumers are Power and Steel sectors. Others include Cement, Fertilizer,

Brick Kilns, and small scale industries.


COAL INDIA LIMITED (1975)

EASTERN COAL FIELDS LTD. (1975). BHARAT COKING COAL LTD.(1973).CENTRAL COAL FIELDS LTD. (1975).WESTERN COALFIELDS LTD.(1975)

SOUTH EASTERN COAL FIELDS LTD. (1986)NORTHERN COAL FIELDS LTD.(1986)CENTRAL MINE PLANNING &DESIGN INSTITUTE (1975)MAHANADI COALFIELDS LTD.(1992)

16


17

The Head Quarters of Coal India Ltd and its subsidiary companies are as

below:

Sl. No. Name of the company Head Quarters

1. Coal India Ltd. (Holding Co.) Kolkata (W.B.)

2. Eastern Coalfields Ltd. Sanatoria (W.B.)

3. Bharat Coking Coal Ltd. Dhanbad (Bihar)

4. Central Coalfields Ltd. Ranchi (Jhakhand)

5. Western Coalfields Ltd. Nagpur (Maharashtra)

6. South Eastern Coalfields Ltd. Bilaspur (C.G.)

7. Northern Coalfields Ltd. Singrauli (M.P.)

8. Mahanadi Coalfields Ltd. Sambalpur (Orissa)

9. Coal Mines Planning And Designing Institute Ranchi (Jharkhand)

Table 1.2


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1.2 SOUTH EASTERN COAL FIELDS LTD: A PROFILE

South Eastern Coalfields Limited (SECL) is the largest coal producing company of India. It is

one of the eight fully owned subsidiaries of Coal India Limited .The company has its head office

at Bilaspur and mines spread over Chhattisgarh & Madhya Pradesh. It has total 92 Mines. Total

Underground Mines are 70 and total Opencast mines are 21. There is 1 mixed mine .It is a

schedule ‘B’ Mini Ratna CPSE in coal & lignite under the administrative control of Ministry of

Coal

The Company came in to existence in 1985, when Government of India, decided to bifurcate a

part of coal mines held by Western Coalfields Limited in to new company called South Eastern

Coalfields Limited, along with Central Coalfields Limited, which was bifurcated in to Northern

Coalfields Limited, for administrative purpose.

It is one of the eight subsidiaries of CIL (A Govt. undertaking under Ministry of Coal). SECL,

Coal India’s premier coal company is operating its coal mines in the state of Madhya Pradesh

and Chhatisgarh state which is also geographically located at the heart of the country.

Chhatisgarh and Madhya Pradesh inhabited by simple minded and hard working tribes with a

rich cultural heritage. Chhatisgarh is not only the rice bowl if India but also rich in mineral

resources with coal being the prime mineral resource that is being exploited commercially for

about a century.

Ever since its formation in 1986-87, SECL has always exceeded its physical and economic

targets. In the year 1992-93 SECL has been bifurcated and three areas located in Orissa have

been transferred. Thus after bifurcation the present SECL comprises 12 areas located in three

districts of Madhya Pradesh named Shahdol, Umariya and Anuppur and five districts of

Chhatisgarh named Sarguja, Korea, Korba, Bilaspur and Raigarh. The Areas Johila, Jamuna &

Kotma, Sohagpur and part of Hasdeo are located in Madhya Pradesh and Chirimiri, Baikunthpur,

Bisrampur, Korba, Kusmunda, Gevra, Raigarh, Bhatgaon and part of Hasdeo are located in


http://en.wikipedia.org/wiki/Northern_Coalfields_Limited

http://en.wikipedia.org/wiki/Northern_Coalfields_Limited

http://en.wikipedia.org/wiki/Central_Coalfields_Limited

http://en.wikipedia.org/wiki/Western_Coalfields_Limited

http://en.wikipedia.org/wiki/Madhya_Pradesh

http://en.wikipedia.org/wiki/Chhattisgarh

http://en.wikipedia.org/wiki/Bilaspur,_Chhattisgarh

http://en.wikipedia.org/wiki/Coal_India_Limited

http://en.wikipedia.org/wiki/India

19

Chhattisgarh. Dankuni Coal Complex in West Bengal is also a part of SECL. A new area known

as Dipka has been separated from Gevra w.e.f. 1st of April 2006. Even after bifurcation, SECL is

marching ahead to exceed its physical and economic targets.

Coal mining is the most prominent industry in Chhatisgarh in terms of employment generation,

economic infrastructure development and generatrion of revenue for the state and the central

Govt. Due to opening of coal mines in this region, rail connections and power supply lines, roads

and tele-communication have expanded over the past decades and a large number of power

houses and other industries have come up. The coal based industry have in turn generated

multiplier effect in the economy of Chhatisgarh and Madhya Pradesh and the region has become

the most important center of industrial economy of Chhatisgarh and Madhya Pradesh.

Organization:

The coal reserves of South Eastern Coalfields Limited are spread over in two States, namely,

Chhattisgarh and Madhya Pradesh and the Company is operating 93 mines with 37 Mines in the

State of Madhya Pradesh and 56 Mines in the State of Chhattisgarh besides a Coal Carbonization

Plant namely Dankuni Coal Complex (DCC) at Dankuni in West Bengal, on lease basis from

Coal India Limited. For effective administrative control and operations, the mines have been

grouped in three Coalfields, namely,

Central India Coalfields (CIC),

Korba Coalfields and

Mand-Raigarh Coalfields with 13 operating

Areas, as under:

A. Central India Coalfields

1. Chirimiri Area

2. Bhatgaon Area

3. Baikunthpur Area

4 Jamuna & Kotma Area

5. Bishrampur Area

6. Sohagpur Area


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7. Hasdeo Area

8. Johilla Area

B. Korba Coalfields

1. Korba Area

2. Kusmunda Area

3. Dipka Area

4. Gevra Area

C. Mand-Raigarh Coalfields

1. Raigarh

D. Dankuni coal complex

The SECL family consists of 87590 employees as on 31st March 2005 who are predominantly

locals. The success of the company is largely due to the discipline and hard work of these

employees, excellent cooperation of trade unions, the State Govt. and the local people. SECL

operates through 90 mines spread over eight districts (three of Madhya Pradesh and five of

Chhatisgarh). The State wise, type wise composition of those 90 mines is given in Table below:

Type of Mine Chhatisgarh Madhya Pradesh Total

UG Mines 41 29 70

OC Mines 11 08 19

Mixed Mines 01 - 01

Total 53 37 90

Table 1.3


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Operational Highlights:

SECL has delivered excellent all round performance during the year 2010-11.

SECL with Coal production of 112.705 million ones during 2010–11, exceeded the target of 112

million ones by 0.705 million ones and has registered a growth of 4.696 million ones i.e. 4.35%

over last year’s 108.009 million ones. Achievement of 100.63% sets SECL amongst the highest

achievers in CIL. Company has recorded highest achievement (95.47%) among CIL Subsidiaries

in OB removal during 2010–11 by removing 138.433 Million cubic metres of OB during the

period as against the target of 145.00 Million cubic metres and thus registering a growth of

6.65% over the last year’s 129.803 Million cubic metres.

The productivity in terms of output per manshift (OMS) has increased by 7.15% and decreased

by 0.75% in respect of Opencast mines and Underground mines respectively. The overall OMS

of the current year is 6.47 tonnes as compared to 5.96 tonnes in previous year indicating a

growth of 8.56%.

Financial Highlights:

During the year, SECL achieved the highest turnover of ` 13167.76 Crores with a pre-tax profit

of ` 3777.12 Crores thereby registering a growth of ` 1948.74 Crores over last year’s ` 11219.02

Crores. The profit after tax is ` 2300.82 Crores as against ` 2117.21 Crores in the previous year.

Net worth of the Company has risen from a level of ` 5397.65 Crores last year to ` 6092.83

Crores on 31-03-11. The Profit after Tax to Net worth a distinct measure of return to

shareholders thus works out to 37.76% in 2010–11. Your Directors have recommended a

dividend payment of ` 1380.53 Crores @ 383.80% on the Paid up Capital of the Company as

against ` 1270.46 Crores, i.e. @353.20% in 2009–10.


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Highlights Of Performance:

The Company has recorded sustained growth in all key physical and financial parameters in the

financial year 2010-11.

The important physical & financial highlights during the year 2010-11, are as under:

• The Company achieved a record production in the current year. The coal production during the

year is 112.705 Million Tonnes (MT) registering a growth of 4.35% over the previous year.

• The productivity in terms of output per manshift (OMS) has increased by 7.15% and decreased

by 0.75% in respect of Opencast mines and Underground mines respectively. The overall OMS

of the current year is 6.47 tonnes as compared to 5.96 tonnes in previous year indicating a

growth of 8.56%.

• The Company achieved an all time high Gross Sales value of ` 13167.76 Crore against the

previous year’s Gross Sales of ` 11219.02 Crore, registering a growth of 17.37% over previous

year. There is a continuous improvement in realization. The realization during the year is `

13141.00 Crore which is 100.203% of the current year’s gross sales.

3.0 Production Performance:

Production performance of SECL for the financial year 2010-11 as compared to the target and

achievement of the previous year is given below


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Fig in million tones-

RAW COAL

PRODUCTION

2010-2011

Target Actual

2009-10

Actual

%age

Achievement

against target

%age

Growth over

previous year

COOKING

COAL

0.20 0.163 0.150 81.50 8.67

NON –

COOKING

COAL

111.80 112.542 107.859 100.66 4.34

TOTAL 112.00 112.705 108.009 100.63 4.35

:

Table 1.4

Corporate Social Responsibility:

The Company sincerely believes that CSR activities play a pivotal role in achieving inclusive

growth. SECL is in the forefront in various CSR initiatives over the past many years. The focus

of SECL’s CSR initiatives is integrated development of community in the villages surrounding

our establishments which are amongst the most backward tribal villages of India. SECL has

initiated integrated development of villages to facilitate sustainable income generation through

employment / self-employment by targeting education and skill development. SECL is also

offering facilities in healthcare and infrastructure to enable the beneficiaries engage in income

generation activities.


24

Environment Management:

As a mining Company, SECL is conscious of its role in preservation of environment and

maintaining ecological balance. During the year, six numbers of mines were recommended for

ISO 14001:2004 Certification. Certification will be issued by Certification International (UK)

Limited, UK. Already three mega projects of SECL

– Gevra OCP, Dipka OCP & Kusmunda OCP along with nine other opencast mines, have been

certified for Environmental Management System (EMS) as per ISO 14001:2004 up to 2009-10

.

New Projects and Future Plans:

Members may be aware that at present, there are 54 completed projects in SECL with rated

capacity of 29.589 MT. There are 37 on-going projects under implementation (as on March-

2011) with rated capacity of 120.94 MT. Production from these projects during 2010–11 was

112.70 MT. To further augment the production and achieve the targeted production programme

of SECL during XI plan and beyond, 17 new projects are approved and are under

implementation. To further increase the coal despatch system, Rapid Loading System (SILO)

have been planned and approved in 03 projects namely in Kusmunda, Gevra and Dipka Areas.

SECL is planning to set-up 2 Nos. of Coal Washery on its own on BOM (Build-Operate-

Maintain) concept at Korba Coalfield and at Raigarh Coalfield to cope up with the MOEF

stipulations to despatch below 34% ash to Power Houses. One washery of 5 MTY capacity will

come up at Baroud Opencast of Raigarh Area and another washery of 10 MTY capacity at

Kusmunda Opencast of Kusmunda Area.

Creating transport infrastructure and managing logistics to move coal from the point of origin to

consumption units is a major challenge for sustainable development. The Railways has a major

share in coal movement

matrix (around 49%).

To cater the need of coal evacuation various development activities with respect to construction

of new sidings are taken up considering increase in production of coal in near future.


25

Mand-Raigarh Coalfields in Raigarh Area spreads over an area of 3700 sq.km and have 2068.9

MT of coal reserves as on 01-04-2010 and has potential to produce huge quantity of power grade

coal. Presently only 4 mines having total capacity of 6.27 MT are in operation. M/s RITES has

submitted survey report for this zone which is pending for approval with the Railway Board for

construction of railway sidings. Early completion of the rail network in this zone can serve the

nation through coal energy to the extent of more than 50 MTY in near future.

Similarly, to achieve 50 MTY capacity in near future in Kusmunda Area, additional Railway

Siding like washery siding, rapid loading system and new rail network from Kusmunda to Gatora

by MGR mode is under consideration. Similar efforts are being made for new Railway Siding in

near future in Bishrampur Area, Bhatgaon Area, Jamuna & Kotma Area and Sohagpur Area.

This will certainly enhance the despatch capacity to a greater extent.

Looking Ahead:

India is presently the third largest coal producing country, after China and the United States.

However, domestic production is not sufficient to meet its needs. Indonesia, Australia and South

Africa are the key countries catering to India’s most import needs. There is also a trend of Indian

companies acquiring overseas coal assets to ensure security of coal supplies.

Recent developments have been very positive for the Indian coal sector. CIL’s attempts at

acquiring overseas coalfields will lead to greater coal security for the growing energy needs of

the country. Fuel Supply Agreements (FSA) will remove the supply uncertainties faced by the

coal consuming industries. Overall, the sector is on a positive track and is expected to remain so

in the years to come though challenges remain, especially with regards to implementation

bottlenecks for captive coal mining, opening up the sector for full private participation

and coal transportation infrastructure. The phenomenal growth in demand for coal is attributable

to India’s high economic growth. The steep growth in major coal consuming sectors like power,

steel and cement is a primary cause for surge in demand. The year ahead holds much promise to

SECL. With the modernization and introduction of new technology in the mines viz., Continuous

Miner, Highwall Mining Technology, deployment of high capacity HEMM like 42 Cu.M

capacity shovels and 240Tonne Dumpers, the production is definitely going to increase.


26

Dispatches are likely to improve, bringing in better realization, higher turnover and more profit.

SECL it is hoped will excel its performance and achieve all-time high records.08.009 100.63

4.35

IMPORTANT NATIONAL AWARDS BAGGED BY SECL FOR TOTAL

PERFORMANCE, SAFETY AND POLLUTION CONTROL:

SECL’s commitment to excellence resulted winning of several national awards, rankings and

recognition for the Company and accolades for the management’s outstanding performance

YEAR AWARDS NO.

1991-92 Indira Priyadarshini Vrikshamitra 1

1994-95 Jawaharlal Nehru Memorial Award 1

1995 National Safety Award 1


1996 Best Pollution Control Award 1


1997-98 SCOPE Award 1


1999-2000 Best Pollution Control Award 1

2002-2003 Greentech Environment Excellence Gold Award 1

2003-3004 Greentech Environment Excellence Silver Award 1

Table


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• “Excellent Corporate Performance Award” to SECL, which was received by

Shri N.C. Jha, CMD, SECL, from the Hon’ble Union Minister of Coal Shri Shriprakash Jaiswal,

on the eve of Coal India Foundation Day on 1st November 2010, in presence of Shri Partha S.

Bhattacharya, Chairman, Coal India Limited and Shri C. Balakrishnan, Secretary, Ministry of

Coal, Govt. of India, New Delhi.

Figure1.1 -Shri N. C. Jha, the then CMD, SECL receives the “Excellence Corporate

Performance Award from the Hon’ble Union Minister of Coal on 1st November 2010

Celebration Of Silver Jubilee Year 2010-11


28

SECL celebrated Silver Jubilee year on 27.12.2010. A Silver Jubilee Souvenir was published to

showcase the achievement of SECL during the past 25 years recognizing efforts put in by the

various stakeholders for the growth of the Company

Figure 1.2


29

CHAPTER- 2

LITERATURE

REVIEW



30

2.1INTRODUCTION

HRIS (Human Resources Information System) or HRMS (Human Resources Management

System) is a new world order for managing human resources in organizations. A world where

scientists and practitioners in the industrial/organizational psychology field have much to say and

much to offer in order to promote the effectiveness and optimization of HR technologies and

services.

In the 1980s and 1990s, only medium and large companies could afford expensive human

resources information systems (HRIS). These programs required large mainframe computers and

highly skilled programmers to operate and maintain them. Today, almost any company can not

only afford, but needs, a human resources information system. Even a company with fewer than

10 employees can purchase a basic HRIS program that can be installed on a desktop computer to

automate basic human resources processes.

Human Resource Information System, more commonly referred to as the HRIS system, is a

database designed to allow tracking of all sorts of personnel related information. Because

the HRIS system can be customized to fit any number of Human Resource needs, it is possible to

adapt the system to any company or industry setting. The HRIS System is capable of such tasks

as identifying and tracking contacts with applicants, maintain essential data on the status of each

employee in the company, and in general make the process of Human Resources management

much easier to maintain.


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One of the most attractive aspects of the HRIS System is the ease of customization. It is possible

to make the system as comprehensive as the employer desires. This is accomplished by

identifying and adding specific modules to the system and activating features associated with

each module. For example, if the HRIS System needs to keep track of training functions for new

hires and current employees, the planning software module makes it possible to plan the overall

training program and also keep track of who has participated and successfully completed each

section of the program.

The HRIS System is capable of handling all types of Human Resource functions. The

capabilities begin with the hiring process, making it easy to track applicants from the submission

of the initial application all the way through the offer of employment. When it comes to

employee reporting, HRIS can maintain information on employee evaluations, requests for

transfer to a different department, or an in house application for a promotion. These types of

reporting capabilities make it possible for a user of the HRIS System to access and review a

complete history of a given employee from the time of application through all promotions,

evaluations, and wage increases. The system can even be used to identify productivity awards

issued to the employee, as well as any bonuses that may be due the employee as a result of

participation in a merit program.

It is not necessary to activate all the modules in the HRIS System during the initial setup. As the

company grows and the range of Human Resource functions begin to expand, it is possible to

activate additional modules on an as needed basis. This allows the system to grow with the

company and continue to keep the process of Human Resources management simpler even as the

business expands. HUMAN RESOURCE INFORMATION SYSTEM

32

A human resource information system (HRIS) is defined as a computer based application for

assembling and processing data related to the human resource management (HRM) function .As

in other types of information systems, an HRIS consists of a database, which contains one or

more files in which the data relevant to the system are maintained, and a database management

system, which provides the means by which users of the system access and utilize these data.

The HRIS thus contains tools that allow users to input new data and edit existing data; in

addition, such programs provide users with the opportunity to select from an array of predefined

reports that may either be printed or displayed on a monitor. Reports may address any of a

number of different HRM issues (e.g. compensation planning, equal employment opportunity

monitoring). HRISs also generally include tools by which users or system administrators may

generate ad hoc reports and select specific cases or subsets of cases for display .It merges HRM

as a discipline and in particular its basic HR activities and processes with the information

technology field. It can be used to maintain details such as employee profiles, absence reports,

salary administration and various kinds of reports. An effective HRIS provides information on

just about anything the company needs to track and analyze about employees, former employees,

and applicants.

2.2 MEANING

HRIS (Human Resources Information System) or HRMS (Human Resources Management

System) is An integrated system designed to provide information used in HR decision making.

Essentially, an HRIS is a database or a combination of databases that share information.


33

For example, the employee-hiring database captures all information related to job applications.

When a business hires a new employee, the person's basic demographic information is shared

with other HRIS modules so that HR staff members do not have to re-enter the data.

A Human Resource Management System (HRMS) or Human Resource Information System

(HRIS), refers to the systems and processes at the intersection between human resource

management (HRM) and information technology. It merges HRM as a discipline and in

particular its basic HR activities and processes with the information technology field, whereas

the programming of data processing systems evolved into standardized routines and packages

of enterprise resource planning (ERP) software. On the whole, these ERP systems have their

origin on software that integrates information from different applications into one universal

database. The linkage of its financial and human resource modules through one database is the

most important distinction to the individually and proprietary developed predecessors, which

makes this software application both rigid and flexible.

2.3 HUMAN RESOURCES SOFTWARE HISTORY AND EVOLUTION

Human Resource management can be traced back to prehistoric times, when tribal members

were given specific jobs of hunting or gathering. The households of ancient Chinese emperors

had employment tests to identify servants with special talents for special jobs. Then there were

the apprentice system and artisan guilds, formed to train new workers. In more modern times, the

discipline of human resource management (HRM) has become a sophisticated science with

theories, experiments and studies that seek to help managers and organizations recruit, retain,

and maximize staff productivity.

In the 1960’s and 1970’s, large companies felt a need to centralize their personnel data in large

part to facilitate record keeping and meet regulatory needs. Programs were written on large

mainframe computers that acted as a central data repository with little transactional processing,

usually only for payroll. The Human Resource Information System (HRIS), also know as a

Human Resource Management System (HRMS), became prevalent in the 1980’s with the

popularity of Enterprise Resource Management (ERP) applications and the move from

mainframe systems to client server technology. This trend was based on a new school of

thinking, one that saw the transformation of transactions into business processes and data into


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information. HR information can empower companies with “intelligence” enabling management

to make more timely and more informed decisions. All the tier One ERP software vendors such

as Oracle, PeopleSoft, and SAP included some flavor of human resource management in their

suite of applications providing their users with a single, holistic view of their workforce.

At the same time, the 1980’s saw a shortage in skilled workers, especially in the technology

sector. Human Resource Management had long evolved from the basis of a skills management

discipline to more of an employee satisfaction and productivity tool. However, by the

1980’s, HRIS systems now included a host of feature sets and functional capabilities aimed at

attracting, retaining and properly compensating the workforce. By 2000, the human resource

software industry saw HRIS grow to include recruitment, benefits management, time

management, payroll, compensation management, learning management, expense reporting and

reimbursements, and performance management. Self-service applications built on top of the

underlining data empowered employees to manage their own data and make timely changes.

Online employee portals further consolidated disparate systems, documents and information into

one place.

As computer hardware prices fell and computing power simultaneously grew, more and more

companies were able to afford enterprise software systems and vendors saw a market for

standalone HRIS software. Data connectors and application programming interfaces empowered

customers with HR systems that need not be delivered with their financial accounting software.

They now have an a la carte option and can leverage a higher fit system that better fulfills their

HRIS needs and can integrate information such as payroll and headcount to their financial

system. Vendors such as Sage Software and Ultimate Software saw a niche in the midmarket

sector for their HRIS offerings.

However, Software as a Service (SaaS) found significant adoption in a downsizing economy.

Companies can now have all the advantages of an HRIS that fits their specific needs and

requirements, integrate relevant information with their financial applications, massage the data

with a business intelligence (BI) reporting suite and make management decisions based on facts,

figures and trends. And they need not incur the burden or cost of managing the hardware or

software environment themselves. Not to be left behind, the Tier One ERP software vendors

follow the pack by providing their ERP solutions, packaged with HRIS, as a SaaS option. This


35

offering usually benefits small to midsized companies. However, organizations looking for a

SaaS option for their HRIS will have a host of choices.

The future of HRIS lies in SaaS and cloud computing. However, as more and more companies

outsource their HR department’s functionalities, outsourcing organizations such as Randstad and

ADP are adding technology to their menus. HR outsourcing services such as TriNet and Achilles

Group all offer HRIS tools and solutions for their clients. As the human resources outsourcing

market is predicted by Gartner to reach $1.102 billion worldwide by 2012, outsource companies

will provide the majority of HRIS processes and management.

The immediate future of HRIS is a marriage between outsourced functions and outsourced

technology. After that, the pendulum could swing either direction further, whereby all workers

are outsourced, not just in HR; or it could swing the other way, where organizations take back

control of their workforce, workforce management but probably not the technology.

2.4 FEATURES OF HUMAN RESOURCE INFORMATION SYSTEM

1) Manage Employee Records

Easily organize all of your employee information in one online HRIS database! Securely manage

information such as employee personal data, job responsibilities, benefits, contact information,

hiring checklists, and much more in one central location instead of 10 different spreadsheets.

2) Track Required Employee Training

Providing the proper training to your employees is vital to ensure that they are successful on the

job. Our featured HRIS provider will help you track each employee’s required and completed

training such as first aid, CPR, food handler's permits, and other required employee training and

certifications.

3) Store Important Employee Documents


36

Store your forms, applications, training documents, employee handbooks, and much more in our

simple, secure system. No more worrying about making sure all your locations are using the

most current version!

4) New Hire Tracking & On boarding

New employees waste much of their first day on the job filling out endless forms when they

could be getting to work. The HRIS system allows you to track the specific steps of your on

boarding process, and allows you to print out all of your new hire paperwork already pre-

populated with the employees information and ready to be signed.

5) Employee Database Reporting in Real Time

From reports as simple as birthdays, to details on benefits enrollment, this system can give you

what you need right when you need it. Keep your team up-to-date on your organization with

reports that take minutes rather than hours to create.

6) Reporting and Decision Support

Because basic HR processes are automated and all necessary information is stored in connected

databases, an HRIS simplifies reporting and management decision-support activities. Most

systems include a variety of standard HR reports that can be used to manage the business and

plan for the future, such as, compensation by pay period and year-to-date, benefits enrollment,

and employee time and attendance. Many HR systems will allow users to develop ad hoc reports

in order to analyze specific issues or identify trends to help management in strategic planning.

7) Legal Compliance Support

These systems generate reports and documentation required by state and federal agencies,

such as the W-2 Wage and Tax Statement, the Equal Employment Opportunity Commission

EEO-1 Employer Detail and Summary Report, and the Department of Labor's Illness and Injury

Report .

An HRIS can help businesses with negotiated labor agreements by incorporating the

requirements of the agreement into daily operations, such as tracking seniority for the purpose of


37

promotions, layoffs and pay raises. Information technology also helps the HR Department

monitor employee grievance and performance issues

8) HRIS Links

Depending on the sophistication of the system, an HRIS program will allow for data sharing and

integration with other essential business systems, such as finance and supply-chain management.

In addition, some systems can provide network links to their health insurance carriers and

retirement fund administrators. This allows employer and insurance carrier or fund

administrators to share employee information quickly and easily.

HRIS also links a company's human resources department with its managers and employees.

Using an Intranet -- a secure private computer network owned and operated by a company --

employees can enter their hours worked, enroll in benefit programs or continuing-education

courses and receive communications from the HR department.

2.5 NEED FOR HRIS

Costly Exercise:-

Personal records, when kept manually, do not offer up-to-date information at short notice. It was

difficult to make entries. The clerical involved is quite labor-intensive and costly.

Inaccurate:-

The manual transfer of data from one record to another may increase the chances of errors.

Fragmentation:-

Information is not available at a central, easily accessible place since records are kept at different

locations.

Difficult To Analyze:-

The manual analyzes of data is time consuming and quite often not readily available for decision

making purposes. When the organization grows in size the manual system fail to offer reliable,

accurate data at short notice


38

2.6 PROCESS OF HRIS

HRIS Selection

Selecting human resources and payroll software is not an art. A successful human resources

information system (HRIS) software selection project must be based on a proven methodology

that combines quantitative techniques and qualitative analysis. Some companies spend more time

and effort researching and purchasing a new copier than they do in evaluating enterprise

software. Selecting an HRIS software application can be more challenging than selecting other

types of application software such as accounting software or sales force automation. Human

resource processes are often unique and different from company to company. In addition, labor

regulations and other staff regulatory requirements vary from state to state, country to country,

and year to year. Added to that, each year many companies shop for better benefits providers.

The combined dynamics can impose significant challenges in the HRIS software selection

process.

However, by following best practices in software selection methodology, companies can mitigate

their risks and select a best fit solution that can grow and change with the organization. The key

point here is to have a plan and a systemic process in order to avoid confusion .There are some

basic steps that a company need to consider during your HRIS selection process.

Step 1. Inception Of Idea:

The idea for having an HRIS must originate somewhere. The originator of the idea should

prepare a preliminary report showing the need for an HRIS and what it can do for

the organizations.

Step 2. Feasibility Study:

Feasibility study evaluates the present system and details the benefits of an HRIS. It evaluates

the costs and benefits of an HRIS.


39

Step 3. Selecting A Project Team:

Once the feasibility study has been accepted and the resources allocated, a project team

should be selected. The project team should consist of HR representatives who are

knowledgeable about the organization’s HR functions and activities and about the organization

itself and representatives from both management information systems and payroll. As the project

progress, additional clerical people from the HR department will be needed to be added.

Step 4. Defining The Requirements:

A statement of requirements specifies in details exactly what the HRIS will do. A large part of

the statement of requirements specifies in details of the reports that will be produced. This

includes the written descriptions of how users collect and prepare data, obtain approvals,

complete forms, retrieve data, and perform other non-technical tasks associated with HRIS use.

Step 5. Vendor Analysis:

This step determines what hardware and software are available that will better meet the

organization’s needs for the lowest price. The result of this analysis will determine whether

to purchase with whom at what price level?

Step 6. Package Contract Negotiation:

After a vendor has been selected, the contract has been

negotiated. The contract stipulates the vendors’ responsibilities with regard to software ,

installation, service, maintenance, training and documentation.

Step 7. Training:

Training beings as soon as possible after the contract has been signed. First ,the members of

the project team are trained to use the HRIS. Towards the end of the inception of idea feasibility


40

study selecting project team defining requirements vendor analysis package contract negotiations training

tailoring the system collecting data testing the system starting-up running in parallel maintenance evaluation

implementation, the HR representatives will train managers from other departments in how to

submit information to the HRIS and how to request information from it.

Step 8. Tailoring The System:

This step involves making changes to the system to best fit the needs of the organization. A

general rule of thumb is not to modify the vendor’s package, because modifications

frequently cause problems. An alternative approach is to develop programs that augment the vendor’s

program rather than altering it.

Step 9. Collecting Data:

Prior to start-up of the system, data must be collected and entered into the system.

Step 10. Testing The System:

Once the system can been tailored to the organization’s needs and the data is entered, a period of testing

follows. The purpose of the testing phase is to verify the output of the HRIS and to make sure it

is doing what it is supposed to do. All there ports should be critically analyzed for accuracy.

Step 11. Starting Up:

Start- up begins when all the current actions are put into the system and reports are produced. It

is wise to attempt start-up. Though the system has been tested, some additional errors often start-

up.

Step 12. Running In Parallel:


41

Even after the new HRIS has been tested, it is desirable to run the new system in parallel with

the old system for a period of time to examine its accuracy.

Step 13. Maintenance:

It normally takes several weeks or even month for the HR people to feel comfortable with the

new system. By this time errors are adjusted and handled.

Step 14. Evaluation:

After the HRIS has been placed for a reasonable length of time, the system should be evaluated

for the successful survey in the organizations

2.7VARIOUS HRIS SOFTWARE USED IN DIFFERENT ORGANIZATION

Abra Suite: for human resources and payroll management

ABS (Atlas Business Solutions): General Information, Wages information, emergency

information, Reminders, Evaluators, Notes customer information, Documents and photos,

Separation information.

CORT: HRMS: applicant tracking, Attendance tracking and calendars, Wage information,

Skills tracking, Reports-to information, Status tracking, Job history tracking, Cost center

tracking, Reviews and tracking, Mass update and change tools etc.

HRSOFT: Identify and track senior managers, Assess management skills and talents,

Generate a wide range of reports, resumes, employee profiles, replacement tables and

succession analysis reports, Identify individuals for promotion, skills shortages, unexpected

vacancy, Discover talent deep, Competency Management, career development, align

succession plans etc.

Human Resource Microsystems: sophisticated data collection and reporting, flexible

spending accounts, compensation, employment history, time off, EEO, qualifications,

Applicant/Requisition Tracking, Position Control/Succession Planning, Training

Administration, Organization Charts, HRIS-Pro Net (employee/managerial self-service), HR


42

Automation (eNotification and eScheduler), and Performance Pro (performance

management)

ORACLE- HRMS: Oracle iRecruitment, Oracle Self-Service Human Resources, Payroll,

HR Intelligence, Oracle Learning Management, Oracle Time and Labor

PEOPLESOFT: Enterprise eRecruit, Enterprise Resume Processing, Enterprise Services

Procurement, Workforce Planning, Warehouse

SAP HR: Human Capital Management (HCM) for Business, All-in-One: Rapid HR,

SPECTRUM HR: iVantage® and HRVantage®. iVantage is a Web-based HRIS product

designed for organizations with up to 10,000 employees.

VANTAGE: HRA: 'Point-and-Click' report writing, internal Messaging System for leaving

reminders to yourself, to someone else or to everyone using HRA - very useful for Benefit

Applications, Disciplinary Actions, Special Events, Employee Summary Screen for Basic,

Leave (Absenteeism) and Salary/Position History, skills & training module, Leave Tracking

Module

2.8 MODEL OF HRIS


INPUT SUBSYSTEM

HUMAN RESOURCE RESEARCH SUBSYSTEM

HUMAN RESOURCE INTELLIGENCE SUBSYSTEM

DATA BASE

OUTPUT SUBSYSTEM

HR ACQUISITION SUBSYSTEM

HR DEVELOMENT SUBSYSTEM

APPRAISAL AND COMPENSATION SUBSYSTEM

MAINTAINENCE SUBSYSTEM

USERS

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INPUT SUBSYSTEM

HR Research Subsystem:

It gathers data about various aspects of human resources management such as job analysis, job

evaluation, employee morale, employee absenteeism and employee turnover.

HR Intelligence Subsystem:

It gathers human resources information from external environment both formally and informally.

OUTPUT SUBSYSTEM

HR Acquisition System:

The functions involved in this system are human resource planning, recruitment, selection and

placement.

HR Development System:

HRD system requires information about the competencies that are to be developed among

employees.

Appraisal system: Appraisal involves evaluating an employee’s quality and performance For devising

suitable compensation package training, promotion, demotion etc. compensation involves

determining the incentives, benefits etc.

Compensation management: It is concerned with designing and implementing total

compensation package. Compensation is referred to as money and other benefits received by


INDUSTRIAL RELATION SUBSYSTEM

44

an employee for providing services to his employer like provident fund ,gratuity, insurance

scheme and other payment.

HR maintenance system:

HRM system deals with maintaining employees in the organization. It involves human resource

mobility in the form of promotion, demotion, transfer and separation, caring for employees

safely and health and managing stress that employees may experience at the workplace.

Industrial relation system:

IRS is concerned with managing good relations between management and operatives. This

involves designing of industrial relations mechanism, managing employee discipline, redressing

employee grievances and managing industrial disputes.


45

2.9THREE LEVELS OF HRIS


STRATEGIC

Economic Trends Training ProjectIndustrial Forecasts M anpower PlanningM anpower Demand Forecasts Pension Fund Investment

FUNCTIONAL

Employee Background RecruitingAnd Experience Employee Selection Performance Evaluation Employee Placement And Rewards Employee PromotionSkills Inventory Assignment M atching

OPERATIONAL

Benefits Program Internal ReportingCompensation Programs Absent RatesInsurance Programs Human Resource AccountngEmployee Demographsics Productivity AssessmentPosition Description External Reporting Equity M onitoring Vacancy Reporting Health And Safety Reporting

46

2.10 FUNCTION OF HUMAN RESOURCE INFORMATION SYSTEM

The function of Human Resources departments is generally administrative and common to all

organizations. Organizations may have formalized selection, evaluation, and payroll processes.

Efficient and effective management of Human Capital progressed to an increasingly imperative

and complex process.

The HR function consists of tracking existing employee data which traditionally includes

personal histories, skills, capabilities, accomplishments and salary. To reduce the manual

workload of these administrative activities, organizations began to electronically automate many

of these processes by introducing specialized Human Resource Management Systems.

HR executives rely on internal or external IT professionals to develop and maintain an integrated

HRMS. Before the client–server architecture evolved in the late 1980s, many HR automation

processes were relegated to mainframe computers that could handle large amounts of data

transactions. In consequence of the high capital investment necessary to buy or program

proprietary software, these internally developed HRMS were limited to organizations that

possessed a large amount of capital. The advent of client– server, Application Service Provider,

and Software as a Service SaaS or Human Resource Management Systems enabled increasingly

higher administrative control of such systems. Currently Human Resource Management Systems

encompass:

1) Payroll

2) Time and Attendance

3) Appraisal performance

4) Benefits Administration

5) HR management Information system


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6) Recruiting/Learning Management , Training System

7) Performance Record

8) Employee Self-Service

9) Scheduling

10) Absence Management

1) Payroll Module

It automates the pay process by gathering data on employee time and attendance, calculating

various deductions and taxes, and generating periodic pay cheques and employee tax reports.

Data is generally fed from the human resources and time keeping modules to calculate automatic

deposit and manual cheque writing capabilities. This module can encompass all employee-

related transactions as well as integrate with existing financial management systems.

2) Time And Attendance Module

It gathers standardized time and work related efforts. The most advanced modules provide broad

flexibility in data collection methods, labor distribution capabilities and data analysis features.

Cost analysis and efficiency metrics are the primary functions.

3) Benefits Administration Module

It provides a system for organizations to administer and track employee participation in benefits

programs. These typically encompass insurance, compensation, profit sharing and retirement.

4) HR Management Module

It is a component covering many other HR aspects from application to retirement. The system

records basic demographic and address data, selection, training and development, capabilities

and skills management, compensation planning records and other related activities. Leading edge

systems provide the ability to "read" applications and enter relevant data to applicable database

fields, notify employers and provide position management and position control. Human resource

management function involves the recruitment, placement, evaluation, compensation and

development of the employees of an organization. Initially, businesses used computer based

information systems to:


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produce pay checks and payroll reports;

maintain personnel records;

pursue Talent Management.

5) Online Recruiting

It has become one of the primary methods employed by HR departments to garner potential

candidates for available positions within an organization. Talent Management systems typically

encompass:

analyzing personnel usage within an organization;

identifying potential applicants;

recruiting through company-facing listings;

recruiting through online recruiting sites or publications that market to both recruiters and

applicants.

The significant cost incurred in maintaining an organized recruitment effort, cross-posting within

and across general or industry-specific job boards and maintaining a competitive exposure of

availabilities has given rise to the development of a dedicated Applicant Tracking System, or

'ATS', module.

6) Training Module

It provides a system for organizations to administer and track employee training and

development efforts. The system, normally called a Learning Management System if a stand

alone product, allows HR to track education, qualifications and skills of the employees, as well

as outlining what training courses, books, CDs, web based learning or materials are available to

develop which skills. Courses can then be offered in date specific sessions, with delegates and

training resources being mapped and managed within the same system. Sophisticated LMS allow

managers to approve training, budgets and calendars alongside performance management and

appraisal metrics.


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7) Employee Self-Service module

It allows employees to query HR related data and perform some HR transactions over the

system. Employees may query their attendance record from the system without asking the

information from HR personnel. The module also lets supervisors approve O.T. requests from

their subordinates through the system without overloading the task on HR department.

Many organizations have gone beyond the traditional functions and developed human resource

management information systems, which support recruitment, selection, hiring, job placement,

performance appraisals, employee benefit analysis, health, safety and security, while others

integrate an outsourced Applicant Tracking System that encompasses a subset of the above.

2.11HUMAN RESOURCES SOFTWARE BENEFITS

HRIS Benefits

As companies focus on cost cutting measures, HR departments in many organizations are some

of the first to fall victim to downsizing. Ironically, downsizing creates even more work for HR

staff as they have to process terminations, compile severance packages, prepare the necessary

paperwork and process post termination tasks such a Cobra registration, unemployment benefits,

and fielding general questions. Many companies are left with all the extra work and less people

to perform them.

A good Human Resource Information System (HRIS) can leverage experienced HR staff to

better manage HR related tasks and processes. The benefits include reduced errors, less paper

work, quicker processing time, and more accurate information.

1) Reduced Paper and Reduced Errors

There is a direct correlation between the amount of paperwork processed and the number of

errors incurred. The more paperwork there is the more errors are made. This is due to incorrect

deciphering of handwriting, typing errors when transferring handwritten information, non-

standardization of data, multiple data entry points and data entry back-log. With an HRIS system,

there is a common central data location and limited data entry points. Your staff can enter some

of their own personal data and benefits selection, thus removing the middleman. HR staff can


http://en.wikipedia.org/wiki/Applicant_Tracking_System

50

then spend their time verifying information instead of entering it. Adding data validation tools to

your HRIS can help to establish data standards. These tools include address verification to

reduce address errors and lookup values instead of free form text to reduce varying words that

mean the same thing.

2) Faster Processing Time

When your staff directly enter their data in an HRIS system, several steps are removed from the

process. Paperwork is only collected when necessary, data is not entered into multiple systems,

and changes can be quickly handled. An HRIS system that is integrated to other business

software systems such as third party providers, government agencies, background checking

vendors and payroll processors can be automated with a click of the button. This reduces turn-

around time for processes such as new employee boarding, changes to life events, changes in

benefits, and open enrollment. Compare the job of one person entering data for 200 employees

versus 200 employees entering their own data, which they would have to do on a form anyway.

3) Leveraging Resources

Once your Human Resource staff are no longer chasing paperwork, working in multiple systems,

or making error corrections, they can be more strategic and less reactive. Your staff can look at

trends and metrics and make decisions that could reduce costs and increase employee retention.

HRIS systems can generate powerful reports that can help organizations shop for benefits,

establish prevention programs, develop employee training and retention campaigns, and create

better recruitment strategies. Mundane tasks such as data entry can be replaced by more skilled,

HR specific job tasks. HR professionals should not worry that an HRIS will replace their jobs.

Skills in a good HRIS can be a valuable tool and adds to a professional quality of life and

resume.

4) Happier Employees

A good HRIS system ensures that your employee data is safe, secured, and accurate. Employees

will feel the benefits of the system when their health coverage is up-to-date, when they do not get

rejected by their insurance because of insufficient data, or when their pay check is correct.


51

Employees are happy when they can enter the information just once in the system instead of

filling out numerous forms and applications. HRIS applications can also facilitate their open

enrollment process, which is sometimes tedious and confusing.

There are many outstanding HRIS solutions available today. Selecting an easy to use, integrated

human resource software solution that provides the organization with the business functionality

need today and in the future is key in realizing the full benefits of the HR system.

2.12 HUMAN RESOURCES SOFTWARE PITFALLS

It can be expensive

Its effective application needs large-scale computer literacy among the employees

responsible for maintaining HRIS.

Absence of continuous up-dating of HRIS makes the information stale.

Thorough understanding of what constitutes quality information for the user.

Computer systems are only as good as the data they have to work with, so if a public agency

or company starts out with bad information, there's not much a new system can do about it.

Small firms are internally incapable of HRIS applications and hence they need the help

of external resources.

Problems of computer illiteracy.

Inadequacies of Design of HRIS.

It can be expensive in terms of finance and manpower.

It can be threatening and inconvenient.

Thorough understanding of what constitutes quality information for the user.

Computer cannot substitute human beings.

Its effective application needs large-scale computer literacy among the employees

responsible for maintaining HRIS.

Absence of continuous up-dating of HRIS makes the information stale


52

CHAPTER- 4

HRIS IN SECL


53

Basically Computers were introduced in SECL in early1980’s and its main purpose over the

years was to ease out the tedious task of “Payroll”. With the advent of PC’s and development in

technology it was decided to use the computing power of computers in many other fields of

importance in SECL , the result was COALNET which is probably one of the best ERP package

being developed and implemented .

About The COALNET

COALNET is an ERP Package developed for Coal Industry of India and customized for Coal

India Limited. This application covers all the functionality to run the business process

smoothly and efficiently . This application is scaled and designed to fulfill the intense

requirement of enterprise computing of an organization like Coal India having eight large

subsidiary situated at dispersed location of India Functionalities covered in this

application are Finance, Production, Personnel, Project, Materials, Payroll

Sales & Marketing, Equipment and customized modules like VVIP, Grievance and

Parliament Affairs

COALNET has been designed to provide a web based platform independent, integrated

application software system to revolutionize information management and human resource

department in Coal India adding substantially to organizational management and competitiveness

of Coal India

What is Coal Net?

Web Based Integrated Application Software

Platform Independent Application

Highly Secured Application

Using Latest Technology (Java & Oracle DB and Oracle Application S/W)

Integration of information and distributing it online to users to

Put in place an Information Infrastructure

Build up efficiency through constant/event-oriented monitoring.


54

Objectives:-

Uniformity

Rationalization

Integration of information and distributing it online to users to

Put in place an Information Infrastructure

Build up efficiency through constant/event-oriented monitoring

Features:-

Uniform data and file structures with uniform meaning to each data field. Bridge programs

may be required to integrate with the legacy and stand alone system .

Full internal consistency and Internet compatibility to help the business process with such

external agencies as customers, suppliers, regulatory authorities and the controlling

authority (MoC) for the holding company .

Compatible information system to the operation and control needs at level of individual

colliery /projects, area, subsidiary and at the holding company.

Timely availability of accurate information with accountability and data tracking.

Transparency and information support to stake holders (e.g. employees and government)

with a view to minimize delays in redresal of grievances.

HRIS is a set of inter related components working together to collect, process and store

information to support HR decision making, coordination and control in an organization. Human

resource management in SECL is one of the strategic functions as the industry is labor intensive.

CIL has started EIS( Executive Information System ) which also used by its subsidiary SECL

and they are also using oracle, MS access and MS Excel to elevate HR process to world class

levels and standardize them across units and business. These automated HR process will aid in

faster, efficient ,timely and accurate data availability to management for decision – making .

The various software used helps a lot in different works of the organization. It helps in the

following ways –

It helps in entry of all the database of all the employees.

It reduces the time to note all the database of all the employees.

It reduces different mistakes or errors while maintaining the database.


55

It helps in doing data updation of all the employees.

It reduces the time of work.

It also reduces the number of employees for maintaining database .

It records the compensation details of all the employees.

EIS helps the executive in this way also

Once the data of an executive entered in to EIS the executive gets a registration no which helps

the executive to know about the different policies of Organization.

They can know these policies directly from the EIS system.

As it done only through Online, there is no delay in getting different information.

It also helps them to do the reporting to the concerned person.

They can also fill their problems which they face during their work and send to

their department.

The four principal areas of HR that are affected by the Human Resource Information

System(HRIS) include; payroll, time and labor management, employee benefits and HR

management.

These four basic HR functionalities are not only made less problematic, but they are ensured a

smooth running, without any hitch. A Human Resources Information System (HRIS) thus

permits a user to see online a chronological history of an employee from his /her position data, to

personal details, payroll records, and benefits information. The advantage of a Human Resource

Information System (HRIS) in payroll is that it automates the entire payroll process by gathering

and updating employee payroll data on a regular basis. It also gathers information such as

employee attendance, calculating various deductions and taxes on salaries, generating automatic

periodic paychecks and handling employee tax reports.

With updated information this system makes the job of the human resource department very easy

and simple as everything is available on a 24x7 basis, and all the information is just a click away.

In time and labor management a Human Resource Information System (HRIS) is advantageous

because it lets human resource personnel apply new technologies to effectively gather and

appraise employee time and work information. It lets an employee's information be easily


56

tracked so that it can be assessed on a more scientific level whether an employee is performing to

their full potential or not, and if there are any improvements that can be made to make an

employee feel more secure.

Employee benefits are very crucial because they help to motivate an employee to work harder.

By using a Human Resource Information System (HRIS) in employee benefits, the human

resource department is able to keep better track of which benefits are being availed by which

employee and how each employee is profiting from the benefits provided.

A Human Resource Information System (HRIS) also has advantages in HR management because

it curtails time and cost consuming activities leading to a more efficient HR department. This

system reduces the long HR paper trail that is often found in most HR divisions of companies

and leads to more productive and conducive department on the whole.

The oracle software used by the company helps in various HR process. Some of them are shown

below :

Use Of HRIS In Training

Training is a planned programme designed to improve performance and bring about measurable

changes in knowledge, skills, attitude and social behavior of employees

Training is essential for job success. It can lead to higher production, fewer mistakes, greater job

satisfaction and lower turnover.

Training Objectives

Training helps to attain key objectives by:

Contributing strategic planning solutions and solidifying the organization’s mission

Increasing the organization’s effectiveness and efficiency (performance, quality versatility,

health and safety, etc.)

Increasing employee knowledge and skills at every level of the organization

Validating the potential of individuals in their adaptation to the work at hand in the presence

of technological and career changes.


57

Training Cycle

Training constitutes a series of planned learning activities. It focuses on the acquisition of

knowledge conducive to helping individuals adapt to their socio-professional environments. It

contributes to the attainment of the organization’s objectives for efficiency. Training is the

response to an organizational and professional need, and generally focuses on the specific

objectives of a given group of employees

GENERAL TRAINING PLAN


TRAINING CYCLE

58

TRAINING

PARTIPANTS INSTRUCTOR COST DURATION SCHEDULE

Project

management

One group of six people of

management

trainee

XYX

Consulting

Group

Rs X per

hour

16 hours February to

March

Team work

Currently the company has also started the use of HRIS in recruitment process. Online

recruitment has started in the recent year.


59

FORMAT FOR DEVELOPMENT CHART FOR MANAGEMENT TRAINEE

CRITERIA ESSENTIAL DESIABLE WEIGHTING

1- Dissatisfactory

5- highly satisfactory

Training

Graduation in any

subject with 60%

PG degree 1 2 3 4 5

Number of years of

experience

Five years of

experience

1 2 3 4 5

Knowledge (technical competencies, software mastered,

Computer science Know the software

used by the

company

1 2 3 4 5

Self-management, (attitudes, personal qualities

Creativity, team

spirit, autonomy .

1 2 3 4 5

Bilinguism English Other language

( an asset )

1 2 3 4 5

FORMAT FOR CV SELECTION CHART


60

Vacancy -

Management

Trainee

Date -

Scoring For Essential Criteria

Total

Score

Relevance

Of

Training

Relevance

Of

Experience

Mastery

Of

Language

Education

Qualification

Computer

Knowledge

Quality

Of

CV

Presentati

on

CV No

CV No

CV No

CV No

CV No

CV No

CV No

CV No

CV No

CV No

CV No

CV No

Scale: 0= not relevant to the position in question

1= quite close to the sought profile

2= very close to the sought profile

FORMAT FOR CANDIDATE EVALUATION CHART

Vacant Position

Management trainee

W

Performance rating

1= very weak 5= very strong multiplied by w *


61

Date- Candidate

No 1

Candidate

No 2

Candidate

No 3

Candidate

No 4

Candidate

No 5

QUALIFICATIONS

50

Relevance of training

15

Relevance of

experience 20

Mastery of languages 15

POSITION

COMPETENCIES 25

Computer knowledge 5

Communication and

listening 5

Sense of organization

and priorities 5

Conviction and

influential abilities 5

Ability to adapt 5

OTHER

COMPETENCIES 25

Open minded and

logical 5

Dedication and sense

of belongings’ 5

Other factors 10

Weighting (W*) indicates the importance of each criterion by assigning it a percentage. The sum

of all the weighting factors is 100. During the candidate evaluation, each criterion is assigned a

performance rating of 1 to 5. Once the evaluation is complete, the performance ratings are


62

multiplied by the weighting for the criteria, and the weighted criteria are added together for each

candidate. The best candidate is the one with the highest score.


63

CHAPTER-3

METHODOLOGY

4.1 REASEARCH METHODOLOGY

Research methodology is a scientific and systematic search for pertinent information on a specific

topic. It is also known as a scientific investigation.


64

Research is an academic activity and such the term should be used in a technical sense.

According to Clifford woody research comprises defining and redefining problems, formulating

hypothesis or suggested solutions, collecting, organizing and evaluating data, making deduction

and reaching conclusion, and at last testing the conclusions to determine whether they fit the

formulating hypothesis. The scope of research methodology not only the research method is

considered but the logic behind the method or techniques was used and why other technique or

methods are not used in this way research methodology makes the result or finding more

justified. It is thus an original contribution to the existing stock of knowledge making for its

advancement. It is an outlet for new ideas and insights.

a) Research Design

It is the blueprint for conducting the study that maximizes control over factors that could

interfere with the validity of the finding . Designing a study helps the researcher to plan and

implement the study in a way that will help the researcher to obtain intended results, thus

increasing the chances of obtaining information that could be associated with the real situation.

Among various types of research design the descriptive research design was found most suitable

for conducting the study. Descriptive research study includes the state of affairs as it exists at

present. The steps under the descriptive research design follows-

The first step is related with the specification of the objective with sufficient precision to

ensure that data collected are relevant. If this is not done carefully, the study may not

provide the desired information.

Second step deals with the question of selecting the methods by which the data are to be

obtained. In other words, techniques for collecting the information must be devised for

which use of questionnaires, interviewing, examination of the records can be made.

The third step consists of selection of the research technique which tells about how the

data is to be analyzed so that proper results can be achieved which should be unbiased.

The data collected must be processed and analyzed. This includes the steps like coding the

answers received from the people interviewed, observation tabulating the data performing

several statistical computations etc.


65

Last of all comes the question of reporting the findings. This is the task of communicating

the findings to others and the researchers must do it in an efficient manner.

b) Population

Polit and Hunger refers to the population as an aggregate or totality of all the objects , subjects

or members that conform to a set of specification. In this study the population was all the

employees of Personnel Department, IR ( Industrial Relation ) Department, EE ( Executive

Establishment ) Department, Manpower, Recruitment And Provident Fund, Pension Cell.

c) Sampling Procedure

The process of selecting a portion of the population to represent the entire population is known

as sampling.

Non Random Sampling

A non random sampling method was adopted which according to LoBiondo-Wood And

Haber ,is less vigorous and tends to produce less representative samples then random

samples. Non random sampling implies that not every element of the population has an

opportunity for being included in the sample. The non random procedure might have limited

the generalisability of the findings.

Sample

A sample is a subset of the population selected to participate in the study, it is the fraction of

the whole, selected to participate in the research project. In this project ,100 employees were

selected out of the entire population of HR department in S.E.C.L.

Convenience Sample

A convenience sample of 100 employees of HR department were selected. De Vos as well as

LoBiondo-Wood And Haber described a convenience sample as the use of readily accessible

persons in a study .The risk of bias is greater in this sample than in a random sample because


66

each member of the population does not have equal chance of being included in the sample.

Obtained results might not be generalize to the entire population

Sample size

A general rule of the thumb is to always use the largest sample as possible. The larger the

sample the more representative it is going to be, smaller samples produce less accurate results

because they are likely to be less representative of the population .

In this study, a convenience sample of 100 employees has been obtained from the entire

population . Employees who are working with the software and were present in the office

while distributing the questionnaire and who were willing to fill the questionnaire were

included in the sample

d) Methods of Data Collections:-

After research design plan has been chalked out, the next step is collection of data.

While deciding about the method of data collection to be used for the study, we should keep in

two types of data via, primary and secondary data. The primary data are, those which are

collected a fresh and for the first time and thus happen to be original in character. The

secondary data, on the other hand, are those which have already been collected by someone

else and which have been passed through the statistical process.

Collection of primary data:-

There are various methods of primary data collection ,among them questionnaire method of

data collection is used in this research project

Information about the use of HRIS in SECL is collected by distributing a questionnaire. (A

copy of the questionnaire is given in the last as ANNEXURE).

A questionnaire is a formalized set of questions for obtaining information from respondents.

Questionnaires were distributed among the eligible participants and were to be filled by them.

The the questions were explained to the participants who were unable to get the implication of

the given question and helped in filling up the questionnaire. The questionnaires were collected

later for further analysis .


67

Collection of secondary data:-

Secondary data means data that are already available i.e., they refer to the data which have

already been collected and analyzed by someone else. These data may either be published or

unpublished data. The various sources from which secondary data was gathered included, the

internet search engines., magazines etc.

e) Analysis of data

The collected data has to be analyzed and processed properly for better results. The term

analysis refers to the computation of certain measures along with searching for patterns of

relationships that exist among data groups. In this research project data collected through

questionnaire is analyzed through pie charts


68

CHAPTER – 5

RESULTS AND

INTERPRETATIONS

A HRIS is the lifeline of any HR department. The greater the sophistication and linkages in an

HRIS, the more effective an organization’s HR department becomes. In today’s volatile market

where time has become more important than money, an HRIS is the tool that addresses the

requirement efficiently. It integrates almost all the modules of HR Dept , Arranging from


69

manpower planning, recruitment, employee relationship management and performance

management to career planning and tracking, workplace communication and systems .Moreover,

an HRIS is a key repository of employee information and records. It enables the generation of

various reports and accurate data that otherwise would have been time consuming and

cumbersome. For Example, Data, such as the history of an employee, can be easily tracked using

a HRIS. It also facilitates the formulation of policies, helps gauge the effectiveness of existing

policies and recommends modifications.

A comparison can be made on the situation before and after the use of HRIS in SECL

organization.

WITHOUT HRIS:

Prepare evaluation forms

Print and copy them

Distribute forms to employees

Employees fill in evaluation

Evaluation forms personally submitted to HR Manager

Re-write results to the computer or file them

Manual processing of data gathered

Prepare result sheets

Print, copy and distribute them to employees

File all the forms for future use

WITH HRIS:

Define evaluation forms

Online evaluation Entry

One-click access to results


70

History info captured

Evaluation reports

Strategic Decision making process can take place

Re-write results to the computer or file them

Manual processing of data gathered

Prepare result sheets

Print, copy and distribute them to employees

File all the forms for future use.

Following results was obtained about the software used in HRIS and its features by the

questionnaire filled by the employees of Personnel department ,EE(executive establishment)

dept, IR ( industrial relation)dept, Manpower, System, Recruitment and PF, Pension cell.

Reason For Use Of HRIS

From the questionnaire filled by respondents indicates that 70 % of the persons uses HRIS

simply to reduce the paper work where as 20% wants to increase their speed of work by HRIS

where 10% considers that HRIS helps in effective management of resources .

On the whole it indicates that people considers the importance of HRIS as it reduce the paper

work to a great extent .


71

20%

70%

10%

reason for use of HRIS

to reduce paper work

in crease speed

resource management

Tools For HRIS

From questionnaire filled by respondents indicates that 80% of person are using software as a

tool for HRIS where as 10% are using MS Excel and ERP .

On the whole it can be said that majority of people consider the use of software as a best tool for

HRIS.

10%

10%

80%

TOOLS FOR HRIS

MS EXCEL

ERP

SOFTWARE


72

Type Of Software Used For HRIS

From the questionnaire filled by the respondents 90% of person are using ORACLE software

where 10% are using others like MS access and MS excel

On the whole it can be said as the use of oracle software is not applicable to all the work of the

HR department , some are still using MS ACCESS for their various work .

90%

10%

SOFTWARE TYPE

SAP

ORACLE

PEOPLE SOFT

OTHERS

Features In The Software

1) From the questionnaire filled by the respondent it indicates that 80% and 10% person are

strongly agree and agree that the software they are using are user friendly . So we can

conclude that the software is user friendly and it is easily used by the employees.


73

10%

80%

5%5%

USER FRIENDLY

STRONGLY AGREEAGREECANNOT SAYDISAGREE

2) From the questionnaire filled by the respondent it indicates that 90% persons agree that the

software they are using are compatible in nature .

Thus it can be concluded that the software used by the employees in SECL are compatible

according to them . .

5%

90%

5%

COMPATIBLE

Strongly agree

Agree

Cannot say

Disagree


74

3) From the questionnaire filled by the respondents it shows that 50% are not able to comment

on the reliability of the software where as 38% are disagree.

Thus it can be concluded that many of the employees are not sure about the reliability of the

software they are using .

2%

10%

50%

38%

RELIABLITY

STRONGLY AGREE

AGREE

CANNOT SAY

DISAGREE

4) From the questionnaire filled by the respondent it indicates that 5% are strongly agrees that

the software is efficient in nature where 50% agree with the statement 30% are not able to

answer about the efficiency of the statement . So we can conclude that the software is

efficient in nature .


75

5%

50%30%

15%

EFFIENCY

STRONGLY AGREE

AGREE

CANNOT SAY

DISAGREE

5) From the questionnaire filled by the respondent it shows that 80% of the person are not able

to comment whether the software provides the security to their documents or not where as

10% agrees about the security of the documents and 1% strongly agree with the statement.

Thus we conclude that many of the persons does have full confidence about the security of

their documents by the software .

1%

10%

80%

9%

SECURITY

STRONGLY AGREEAGREECANNOT SAYDISAGREE


76

Best Tool Used For Employee Information

From the questionnaire filled by the respondent it indicates that 80% persons think that software

is the best tool for capturing and storing employee information where as 10% believes that MS

Access can also be used as a tool for employee in formation where as 5% believes MS Excel

and ERP( enterprise resource planning ) as a best tool for employee information

So we conclude that software serve as useful and best tool for storing and capturing employee

information

10%

5%

80%

5%

BEST TOOL USED FOR EMPLOYEE INFORMATION

MS EXCEL

ERP

SOFTWARE

MS ACCESS


77

SUGGESSTIONS

HRIS is a new technique which is used in these different fields where HR can make there work

more easy with the help of Human Resource information system they can collect the information

by providing them a form of the same format which includes there company details and personal

details also.

.In order to improve the Software skills of employees the organization should create more

awareness and to provide feedback regularly to the employees about software system.

.Proper training should be given to the employees, in order to increase their knowledge about

the usefulness of the software system.

Top management shall continually review the software according to the client requirements,

which shall be seen as positive support to the system by the employees as well as clients

.After software testing, if there is any changes, the employees should be informed by the

software technology team

.Latest software should be implemented in the future .

To make the software system more efficient and excellent, the company should create

awareness among employees and it shall consider some of the ways and means suggested by

the employees like addition of parameters such as short cut for calculation PF, ESI,

TAX ,Etc,. Dependability and conducting regular training program on the software usage.

I hope that the suggestion given in the report may be implemented in future course for the benefit

of the employees and the company.


78

CONCLUSION

To sum up and conclude, HRIS helps the HR department to meet the challenge of more than

thousand employees. Many companies have seen a need to transform the way Human Resource

operations are performed in order to keep up with new technology and increasing numbers of

employees. The human intelligence is closely related with the human experience and decision

making skills which is strongly backed by information's. Now a day's in every field of human

working right information is considered as the most important resource of good decision making.

although there was difficulty adapting to a new way of recordkeeping this but HRIS made it so

much easier with a system and it do a lot for us we don’t always have to visit in the cabinet of

other employee for there file just to get the information .These are the new management tricks to

get all the information of other departments.

HRIS is considered a strategic way to develop a new philosophy towards the way in which

people are managed in an organization. Many decision making strategies are based on HR

analysis, which is used to determine whether current HR capabilities are congruent with the

desired organizational objectives. The development of HRIS applications that cater to the needs

of human resources is very important. From a broader perspective, an HRIS yields a well

managed business with better informed employees. The implementation of HRIS applications

results in two benefits

:a)Efficiency of operations and streamlined HR administration.

b) Effectiveness when management can spend more time in decision-making and strategic

planning, and less time on information input and day-to-day HR administration.

In summary, this report has revealed the following:

By automating Human Resource practices, HRIS saves time and money, effectively reallocates

work processes and thus provides competitive advantage and adds Strategic value to the

organization

HR managers must make use of HRIS to achieve improved performance and removing routine

administration allows them to become professional consultants to the rest of the organization

Comprehensive HRIS provides the needed information within the shortest period and at reduced

cost


79

BIBLIOGRAPHY

BOOKS

Chhabra T.N ,Human Resource Management ,Dhanpat Rai & Sons, Fifth Revised Edition

Kothari C.R, Research Methodology

WEBSITES

www.secl.gov.in

www.cil.org

www.google.com

www.citehr.com

www.wikipedia.com

www.humanresorcesystem.com


http://www.humanresorcesystem.com/

http://www.wikipedia.com/

http://www.citehr.com/

http://www.google.com/

http://www.cil.org/

http://www.secl.gov.in/

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ANNEXURE

QUESTIONNAIRE

GENERAL INFORMATION

Name –

Designation –

Year Of Experience –

Organization Working With –

1) Do you use HRIS ( HUMAN RESOURCE INFORMATION SYSTEM) in your organization?

YES NO

2) What made you to use HRIS? (You can select more than one option )

To reduce paper work To reduce manpower To speed up the work For effective management of resources

Other

3) What type of tool you use as HRIS ?

Ms Excel Software ERP other , please mention here


81

4) Which type of software do you use /have used in your organization ?

SAP ORACLE PEOPLE SOFT Others. Mention, if any

5) When was the software installed in the company?

Less than 6 months ago 6months-1year 1-2 years 2-3years More than 3years

6) When did you start using the software?

Less than 6 months ago 6months-1year 1-2years 2-3years More than 3years

7) Who configured the software for organization?

Software vendor IT Department

8) Did the software companies provide any sort of assistance/training to the users? YES NO

9) If yes, then which type of assistance/training was provided ?

Classroom Training Online Training On-the-Job Training Others. Mention, if any


82

10) Please rate the following features in the software you are currently using . Please tick not available if your are not using any software .

NA

PARTICULARS STRONGLY

AGREEAGREE CANNOT

SAYDISARGREE

USER FRIENDLY

COMPATIBLE

RELIABLITY

EFFIENCY

SECURITY

FLEXIBILITY

MAINTAINIBLITY

CLARITY

CONSISTENCY

STABILITY

ACCURACY


83

11) What are the challenges in shifting from manual process to automated process? Please detail here.

12) Which one is the best tool for capturing and using the employee information ?

MS EXCEL

ERP

FREEWARE SOFTWARE THAT IS CUSTOMISED MS ACCESS

OTHER TOOL

13) Are you able to use the software entirely? If no, then which modules and sub-modules are highly operative by you?

Recruitment Master Data Separation Personnel Management Time management Payroll Performance Management Reports Others. Mention, if any 14) Given a chance in which module or sub- module you would like to operate the software?

Recruitment Master Data Separation Personnel Management Time management Payroll Performance Management Reports Others. Mention, if any


84
