HRM in System Prospective

HRM in System Prospective

Management is a system which involves interrelated activities necessary to achieve goals. Human resource management is a part of management which focuses on the workforce. It also involves a system consisting of input, processing, output and feedback. It is affected by both internal and external environment.

Human Resource Management System

1. Input: The input of human resource management includes those components necessary for organizational functioning to achieve a defined goal. The input factors of HRM include the following components:

• Organizational Plan
• Human Resource Plan
• Organizational Strategy
• Human Ability and Competency
• Labor Market and Technology
• Human Resource Inventory

As an input in a system, the workforce provides both administrative and technical support to the management to complete the assigned job at the proper time. Therefore, input component is most essential in human resource management system.

2. Processing: Processing involves all human resource functions necessary to convert input into output. The following are the components of human resource processing. 

1. Acquisition: It involves the employment of the right number and kind of workforce to the right job. It includes activities of manpower planning, recruitment, selection, placement and socialization of workforce. Manpower planning involves determination of current and future workforce requirement in the organization. Recruitment involves identifying the sources of workforce and stimulating them to apply for vacant posts. Selection is the process of making choice of the right workforce. Placement is the assignment of job on the basis of skill. In socialization, employee know about organizational culture, tradition and working environment. 
2. Development: It ensures the required competencies of the workforce to perform assigned task efficiently. On the basis of requirement of an organization, it is essential to develop working efficiency of employees. For this, the management needs to organize many efficiency development programs consisting of training, workshop, seminar, education etc. It also involves the programs necessary to develop competencies and conceptual ability among the managers.
3. Motivation: It is a psychological aspect and ensures the optimum utilization of human resource. It develops a sense of belonging among the workforce and encourages them to do the given job in accordance with their best ability. Employees work in the organization for the satisfaction of their needs. For this, the management needs to consider both extrinsic and intrinsic factors that satisfy and motivate them. Extrinsic factors include job design, working environment, supervision, financial incentives, promotion etc. Intrinsic factors include achievement, recognition, responsibility, advancement, growth etc.
4. Maintenance: It ensures retaining productive employees in the organization for a long time. It is possible only by maintain good relation with employees and providing better working environment in the organization. Therefore, it is essential to consider health, safety and comfort of employees. It helps to satisfy employees and makes them committed towards their job.

3. Output: The output component of human resource management includes goal achievement, quality of work life, productivity, commitment, efficiency, readiness for change etc. The effectiveness of human resource management is measured on the basis of its output. We can only say that the system developed in human resource

management is appropriate only when output is achieved effectively.

Human resource management is a continuous process and lasts till the existence of the organization. As such, it is essential to evaluate the feedback of the system. The implementation of HRM system is affected by environmental changes; therefore, if the present system is not effective for future performance, it is necessary to modify the system.

Project Management Information System (PMIS)

Project operates in a dynamic environment. The project manager needs timely and accurate information to respond to environmental changes. Information is the life blood of a project. It is a prerequisite of project control. It is vital for managing stakeholder expectations.

Project Management Information System (PMIS) is a database for project. It collects, analyses, stores, retrieves and disseminated project information for making project decisions. It consists of people, equipment and procedures. It is generally of an ad-hoc nature till the life of the project.

Project Management Information System is based on various forms and reports that generate written information for decision making and control. The requirements for PMIS are:

1. Project forms are filled-in periodically based on the measurement of progress of each activity.
2. The forms are entered in the PMIS and analyzed to prepare a report for dissemination to all the concerned project personnel.
3. Corrective actions are taken by the project manager based on performance deviations identified by PMIS reports. 

Project Management Information Cycle

 A project's performance is measured and recorded in prescribed forms. The forms are analyzed and combined into reports by PMIS to act for corrective actions. Data are not be collected if they are not going to be analyzed. This is essential to avoid information overload.

• PMIS reports should identify critical control points so that corrective actions can be taken.

Elements of Project Management Information System (PMIS)
The project management information system consists of inputs-transformation-outputs-feedback.

Project Management Information System (PMIS)

•  Inputs: It consists of data generated internally by various project forms on a periodic basis. External sources can also generate data, for example functional departments can provide data to project.
• Transformation: It consists of analysis, storage, retrieval and dissemination of data and information.
• Outputs: It consists of regular and special reports about project performance.
• Feedback: It provides information to redesign PMIS for inputs and transformation activities.

Computerized PMIS are most commonly used to consolidate data in projects. Decision support system database are used to analyze data. Software is carefully selected.

Logical Framework for M & E

A logical framework is generally used for monitoring evaluation. It evaluates cause and effect relationships as well as assumptions and risks of the project. The logical framework evaluates three sequential relationships:

1. Inputs to Outputs: Outputs resulting from inputs, for example grain storage godown facility for a grain storage project.
2. Outputs to Effects: Effects resulting from project outputs. For example reduction in grain losses as an effect of grain storage godown facility.
3. Effects to Impacts: Impacts resulting from project effects. For example higher income to farmers as an impact of reduction in grain losses.

• The assumptions and risks are evaluated as to their validity. These cannot be controlled by the project.
• Performance benchmarks serve as the standards for monitoring and evaluation purposes.
• A logical framework matrix for each project is prepared for planning, monitoring and evaluation purposes as shown in box:



Logical Framework Matrix

Key Concepts in the Logical Framework

• Objective: This is the desired outcome of the project.
• Purpose: This is the effect or impact of the project.
• Outputs: These are the deliverable of the project as specified in the Terms of Reference.
• Activities: These are the tasks that must be undertaken to accomplish outputs. They involve inputs in terms of money, human resources, equipment, materials etc.
• OVIs: Objectively Verifiable Indicators are targets in  terms of quantity, quality, time to measure actual performance.
• MOV: Means of Verification describe sources of information that provide the basis for monitoring and evaluation of the project. They are reports and publications related to project accomplished.
• Assumptions and Risks: They are important external factors beyond the control of the project. Their validity is important for achieving project objective, purpose, outputs and activities.

M & E: Monitoring and Evaluation