- The Elephant Dances

Presented By By
Um15103- Rashmi Gupta
UM15104- Sachikant Mishra
UM15105- Saif Hasan Rizvi
UM15106- Sandeep Panigrahi
UM15107- Sarthak Mishra
UM15108- Saurabh Shukla
UM15109- Sekhar Suman Mohanty
Introduction

FAO is United Nations

International body.
Achieving food security for all
is at the heart of FAO's efforts
to make sure people have
regular access to enough
high-quality food to lead
active, healthy lives.
Its main activities are
1. Putting information withing reach
2. Sharing policy expertise
3. Providing a meeting place for
nation
4. Bringing knowledge to the field for
implementation
Business Goals

The eradication of hunger, food insecurity and malnutrition

The elimination of poverty and the driving forward of economic and
social progress for all
The sustainable management and utilization of natural resources,
including land, water, air, climate and genetic resources for the
benefit of present and future generations.
In order to achieve these goals more efficiently and faster FAO
decided to simplify its HR Module.
Define Business Strategy for Single Data Entry in one
Till 2005 the project appears
the required Goal. centralised database.
to have faced funding
FAO decided to implement Data entry cost reduction
problems.
HRIS for HR Department. which was realised in profits.
It is only in 2006 that the
It was meant to replace the Better employee satisfaction
entire budget was to be met
old PERSYS-IT and FINSYS-IT through faster processing.
from Capital Budget.
application. Pre- determined reporting
Then the IT system was
formats
implemented throughout.

1995 2006 2008

2003 2007
The Project Infrastructure was Training Management through
build around three phases. Train the Trainer approach.
Phase I was to be completed The management defined
by May 2003. Critical Success Factors for HRIS
Phase II and III were to be : a. Increase in employee count
completed by first half of 2006. b. High Quality Deliverable c.
Raise Employee Morale and
Productivity.
Business Strategy

The strategic and coherent approach of managing HR ensures that

Individual objective is aligned with the business objective.
The proposed HRIS was a automated system, primarily consisting of
HR information system, payroll processing and recruitment
management.
As there was a need for integrating data across departments, bringing
in transparency of information and data integrity for improving
productivity as well as meeting the requirements for new legislations,
payroll tax laws, FAO decided to go ahead with implementing HRIS
across the world.
Aligning IT strategy with Business
The business strategy for the goal was to have a better Human
Resource functioning and streamline the processes for all
employees of FAO. So that the organization can reap the benefits
of a the processes in terms of a higher efficiency and
productivity.

For this the management developed an IT Strategy The

strategy was to implement a Human Resource Information
System (HRIS or HRMS) for FAO which would replace the
existing old Personal System ( PERSYS-IT ) and Financial System (
FINSYS-IT) applications.

The HRIS would include various modules like: HR Planning,

Staffing, Payroll, Salary Survey, Learning and Development,
Benefits Management, all under a single ERP system HRIS. So
that a single system can be used for all HR functions.
Designing IT Strategy
Streamlining of Business Processes

Done after the Business Requirement Phase is

complete and the project is into its Development Phase.
These processes are re-engineered to exploit the
full advantage of HRIS-
Delegation of power
Approval Chain
SLAs
Framework for integration with
ORACLE Financials

Senior Management Review

Project plan designed containing milestone deliverables for each individual

Every week a senior representative reviewed the progress of the project vis--vis the plan.
Prevent deviations if any.
Single Database

Data warehouse- essential for successful functioning of HRIS

Helps in performing complex analysis without slowing down the OS
Generation of complex MIS reports would require a Data Warehouse

Schedule of Authorization and Workflow

Objective- To become a paper-less organization (a part of Green-IT strategy)

Plan to adopt an Electronic Personnel Files System(EPFS)
Full delegation of powers and reduction in approval chain achieved by-
Providing full schedule of authorization & work flow
Integration with HRIS framework

Infrastructure Design

Take care that the ISPs in remote locations have suitable performance levels so that
connectivity issues do not affect the functioning of HRIS
Implementation Strategy
Pilot roll out for testing functionalities
Project spilt into 7 functional work streams and cost estimates prepared which
helped in efficient resource allocation and recruitment
Training
Train the trainer approach to save on costs
Inadequate engagement of the staff in the training processes such as Self Service,
Leave Management System etc
Feedback from learners, instructors, stakeholders and line managers
Learning program report prepared
 Smooth communication through
questionnaire, website, HRIS E-mail
account
Ensuring stakeholder involvement
through user acceptance testing to
improve user friendliness of the
system
Managing change
Changes classified as Problem reports and System Change requests
Fixes for PRs were to be approved AACU, the SCRs were to be approved by the PIOC
Change requests entered into a Team Track that contained information about change initiation
and resolution process, target resolution date, data to be affected as well as the status of the
change request
Service management through configuration management
Administrative Applications Coordination Unit (AACU) responsible for receiving, approving,
coordinating testing and obtaining sign-off
Requests to be prioritized as - Critical, Top, High, Medium and Low
Illustration and Results
It was found that 24 SCRs and 128
PRs were logged-in to the system
since its roll-out
Priority definition was used for
classifying PRs
Critical Success Factors

To ensure the success of the implementation of HRIS certain Critical

Success Factors should be defined and monitored.
To be designed by management
Well defined and measurable
They determine the success of the project
Some Examples
Employee Count
Quality delivery on Training
Employee Moral
Labour Costs
Key Performance Indicators- Metrics

KPIs are measurable values that demonstrate how effectively company is

achieving key company objectives
Leading KPIs: Input Oriented
Lagging KPIs: Output oriented
They need to be constantly monitored
CSF Leading KPI Lagging KPI
Increase in Employee Count 15% new employee addition 5% Attrition rate

Quality Delivery on Training Evaluation during and after training ROI on training
Bonus and Promotions given to Losing certain % of employees in 5
Raising Employee Morale employees years

Sales Process Simplification Time for dealing with a customer % of customers satisfied
Labor Costs Sickness Productivity
Benefits of HRIS in FAO

1
Single Data Entry:-
Employee data was shared by all the departments such as payroll, production or projects
department. This eliminated the existence of keeping duplicate record and saved both time and
money

2
Data Entry Cost Reduction and better service t employees:-
Data entered at one place used by different departments, the clerical cost associated
with data entry in other departments was reduced. HRIS implementation helped to
get reports related to entitlement of compensation and benefits for employees.

3
Pre-determined reporting formats:-
HRIS provided modules, where pre-determined reports were available. These reports provided
information about role or grade wise salary given to employees, employee turnover by role,
number of years of experience in the organization. This helped Top Management to understand
root cause of the problem.
Technology based- New Strategies
In the current scenario, with the onset of cloud computing
HRIS can be implemented on cloud servers which would
provide greater benefits by converting Capex to Opex.

Companies like PeoplesHR are providing all the facilities of

HRIS over cloud as Saas ( Software as a Service). Also it provides
some of the next generation features like : Social HR, Analytics
and Mobility to access the service from anywhere.

Big Data Analytics can also be used along with a HRIS system
so that HR can get better insights about the employees to know
their satisfaction levels or what policies motivate the employees
to work more efficiently.

Big Data is large amount of unstructured data. If used properly

it can lead to efficient policy formulation and better employee
satisfaction.