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"Automatized computer-based system"
Introduction. Purposes & technologies of achievement
«Personnel accounting» System
«Personnel administrating» System
Realization strategy
Cost's structure
Introduction. Purposes & technologies of achievement
In an effort to effectivization and production activity of enterprise we propose to apply a "Personnel management"
system, which is meant for:
1) optimization of social, demographic, professional and educational characteristics of personnel
2) conservation of professional, intelligence and psychological potential of personnel
3) permanent stimulation of their professionalism and productive interests in business and management
Selection, adaptation, professional growth and official career of each worker, owing to
this system, can be under the operative control, allowing to bring qualitative-quantitative
parameters of the personnel into accord with requirements of varying conditions
and arising industrial problems.
Initially for purpose's realization the following is originally defined:
• personnel forming strategy
• rule of personnel selection and attestation
• the ways of involvement and adaptation of new members to collective
• declared principals of career development
• incentive plan of productive activity
• forms of participation in management
The technical bases of proposed system are:
• "Personnel of enterprise" System, which contains the whole of personnel information
• "Personnel accounting" subsystem, which allows to prove-out personnel movement, operatively
to give out current parameters of the personnel, and also to automate work of management of the staff:
to give personnel related orders , to fix them in the private affair, to keep them in archive,
to give out information, etc.
• The subsystem "Personnel administration" which enables to estimate and define ways of escalating
and rational use of professional potential.
Development of three interconnected subsystems assumes realization of following blocks of problems:
1) Creation of the computer program with a database about the account of the personnel,
with forms of base documents of movement of the staff and with analytic-search system,
2) Input in a database of a leaf of a registration of personnel and the private affair,
3) Gathering and input of the information on is professional-personal qualities of heads initial, average and a highest level,
4) Revealing of a business atmosphere, condition of interpersonal mutual relations and levels
of integration of workers in collective activity and mastering of collective values
As a whole, introduction of «Personnel Management» system allows to spend personnel and the social policy
directed both on increase of a management efficiency, and on realization of social and creative expectations of workers.
Legal basis of system is the decision of the head or administration on creation of the
automated computer «Personnel Management» System and creation of "Technical project"
on the basis of which the contract-order will be signed. The description of system
contains definitions of the information of input, an analysis algorithm and the information of input.
«Personnel accounting» System
Input description
Documents of input are:
• The name of the enterprise, its structure, the list of staff of the enterprise, the name of posts, number
of staff, the name of structural divisions, their structure, admissible number of staff, forms of orders
• Personal leaves of a registration of personnel:
- Name, a birth date and birth place
- A nationality, social origin,
- Formation, vocational training – where, when, a specialty,
- N of diploma and date of delivery if has not ended, from what rate has left,
- Courses of improvement of qualification, postgraduate study, protection of dissertations,
- Knowledge of languages, work on a computer and other necessary skills,
- Work experience before receipt, official changes at the enterprise,
- Business trips and training in foreign countries,
- Participation in elective offices, awards and honorary titles,
- Military responsibility
- The marital status,
- The brief curriculum vitae,
- Photo,
- Address, N phone
- N, date and type of the order: to accept, translate, release,
- A post, division,
- The salary / the tariff rate,
- The basis of the order.
• Orders on employment, moving and clearing of work:
- N and date of the order;
- Type of the order: to accept, translate, release;
- A post, division;
- The salary;
- The basis of the order;
• Code of the employee, code of a department, shop, division, etc.
• The list of a supervising reserve:
- A code of the worker
- A direction of official promotion
• The annual report on movement of the staff:
- List of collective structure as a whole
- Sex-age structure of collective as a whole
- A grouping of employees by formation, trades, posts and the experience
- List structure of all divisions of the enterprise
- The list dismissed on separate categories
- The list of employees of a prepension age
- The list of the working women who have left in a maternity leave
- The list of trainees
And also reports on those parameters of the personnel which are significant only for the given enterprise.
Data input and processing
Each employee by the moment of input of its personal information in a database is obliged to add
the personal leaf on a registration of personnel with those changes which have occurred during
last filling. Each new employee at employment is obliged to present below mentioned documents and the information:
- The passport
- A work-record card
- The diploma in formation (the certificate, the certificate, patents and etc.)
- The identity card
- The curriculum vitae, etc
At the decision on transfer it passes a number of procedures, among them - interview,
if necessary – testing, and under special circumstances gathering additional data,
probably, without the knowledge of the applicant is made. In the further all changes
in work activity and private life are also entered into a database, and at dismissal
are kept in archive.
The entered data of the employee after some processing receive the status of target
documents in 3 kinds: to look, look and print.
Code number of the employee (which can coincide with its organic number)
on the screen of the monitor causes all base information on it, including
change of a post, translations in other division, holidays (on pregnancy, postnatal,
at own expense, next), encouragements and punishments, changes of the marital status,
the address, an educational level
This information can be printed.
For work and characteristics of the personnel data of all
employees are united by search system and distributed in following information directories:
• Structural divisions
• Sex / age / the marital status
• Citizenship (a nationality, language)
• Military responsibility and ranks
• Trades
• Posts (fullness the list of staff)
• Work experience
• Encouragements and punishments
The number of directories is not limited and depends on objects in view
and solved problems and can be changed according to new administrative problems.
«Personnel administrating» System
For management of the personnel, except for data of a registration of personnel,
the additional information on personal (professional-psychological)
qualities of employees and a business atmosphere in collectives,
including character of mutual relations the head-subordinated and participation
of the ordinary personnel in managerial processes is necessary.
As a whole it is offered to create system of constant increase of a level
of professionalism by selection, promotions and improvements of professional
skill of employees and formations of mechanisms of stimulation of productive
participation in collective activity.
For creation of “PA” system first of all should be determined:
- The order of selection and periodic personnel certification
- Methods of involving and adaptation of beginners to collective
- System of improvement of professional skill and stimulation of self-education
- Tactics of official promotion and assistance to career
For selection and periodic personnel certification it is necessary:
- To define the list of posts for which employment certification is necessary
- To define measured criteria of selection and personnel certification
- To organize testing employees, whose posts are included into the list specified above
The purpose of testing – to define the following data about the employee:
1. Individual-professional qualities, including factor of intelligence (IQ)
2. Interpersonal attitudes and a role in collective
3. Resources of knowledge
4. Professional abilities of separate categories (dispatchers, etc.)
5. To create a is professional-psychological portrait of employee and to define an index
of professionalism and to estimate a potentiality of official growth
The social and economic status of the employee will be determined separately:
conditions of a life, the basic family expenses, a level of security of family and the
social status (presence in family of patients, students of paid training, etc.)
Professional-psychological index of employee will be defined on the following data:
1. Factor of intelligence (Eiseink's IQ test)
2.90 professional-personal qualities (ÌÌPI-professional)
3. Catatonic motives of activity (Luscher's test)
4. Sociometrical analysis of authority on collective (by results of sociometrics)
5. Professional erudition (if necessary)
6. A level of attentiveness, accuracy, sense of duty and reactance, etc. (if necessary)
Parameters of portraits and integrated estimations of professionalism of employees will be
entered into a database and and will become an information basis of “Personnel administrating” System.
Here will be all search system and information directories, and, the most important, average characteristics
of the personnel which become object of optimization will be received.
Under the revealed average characteristics it will be possible to estimate conformity of the personnel
to solved industrial problems, requirements of culture of manufacture and management.
The search system will allow to define a circle of persons with demanded is professional-personal
qualities, for example, with a high level learning ability and /or propensity to leadership.
To achieve a complete picture of interpersonal attitudes and definition of a level of integration
of employees in collective it is necessary to lead anonymous questionnaire of employees that will
allow to reveal informal leaders for a reserve of management and the condition of vertical relationship, shuch as "director-inferior".
It will enable to develop personnel selection on prospect:
1. To optimize numerical structure, sex/age and is professional-educational structures of the personnel
2. To define a reserve and ways of use of its potential
3. To determine a staff of unpromising employees and work out their retraining or neutralization tactics
4. To establish a mechanism and stimulants of productive participation in business and management
5. To manage a development and a fluctuation movement of personnel
Description of output documentation
Output documentations are:
A. Personal form N___, which contains the next information:
1) Name, date and place of birth, sex, age, passport data, address, phone number
2) Education (incomplete secondary, secondary, special secondary, incomplete high, high),
name of educational institution and date of graduation, form of education (internal,
evening school, correspondence school, remote), specialty / qualification by diploma,
# of diploma and date of issue
3) Previous place of employment, appointments, dates, cause of discharge (under the Labor Legislation)
4) Appointments after taking on, subdivisions, dates and causes of transfer and discharge
5) Marital status, members of family, date of their birth
6) Military accounting information (staff, rank, accounting group and category, military commissariat)
7) Leaves (type, date and duration,)
8) Bonuses and fines
9) Autobiography
10) Testing data :
- index of professionalism as s whole and as a separate characteristics - leadership, learning ability etc.
- social status (7 categories: extreme needy, needy etc.)
- additional data (as required)
B. Various certificates, personnel parameters data, lists of required employees, etc.
C. Description and analysis:
- of psychological atmosphere in different fields and business as a whole
- of practice relationships by horizontal and vertical
- detection of an informal leader and assessment of formal leaders' authority
- the level of personnel involving in labor collective and joint decision making
D. Personnel-related administrative tasks solving recomendations, including a creation of the following systems:
- reinforcement of productive activity
- corporate liability spirit maintenance
- employee's social support
Strategy of realization
Realization will go by 5 stages:
1 stage: Preliminary work
- composition and signing of contract-order
- composition of “Work plan ”
- creation of “Personnel attestation Committee ”
- computer program design and input of list of staff members and other documentation
- tests processing, creation of inquirers and sociometrical questionnaire
- selection and instruction of executors
2 stage: Creation of "Personnel accounting" System
- information input in database
- input of photos
3 stage: Creation of "Personnel administrating" System database
- testing
- polling
- work collectives sociometrical analysis
- composition of occupational and psychological portraits
- detection of professionalism index and estimation of career growth potential
4 stage: Test of "Personnel administrating" System in basic references
5 stage: Data analysis:
- about personnel
- about existing relationship in group
- of recommendations composition
- individual and group consultations
Some of operations will be executed simultaneously.
Cost's structure
Expenses are consist of the next items:
Item 1. General management, local executors preparation
Item 2. Creation of computer program and input of basic documents
Item 3. Personal sheet data and photo input
Item 4. Testing, polling and sociometrics
- composition of occupational and psychological portraits
- detection of professionalism index and estimation of career growth potential
- input of finding
Item 5. Personnel parameters, polling information and sociometrics analysis
Exact amount and schedule time will be established during drawing up of the contract-order
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Sociometr Co Ltd
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