Professional Documents
Culture Documents
Human Resources Audit: It is a systematic formal process to review or examine the current human resources policies, procedures, documentation and
systems to identify needs for improvement and enhancement of the HR function as well as to assess compliance with ever-changing rules and regulations.
The American Accounting Association’s Committee on Human Resource Accounting (1973) has defined Human Resource Accounting as “the process of
identifying and measuring data about human resources and communicating this information to interested parties”.
An HR audit also goes beyond looking at the hiring process into areas like employee retention, budgeting, training, employee compensation, employee
relations and virtually any process or practice within the company that affects its people. Human Resource audits may accomplish a variety of objectives,
such as ensuring legal compliance; helping maintain or improve a competitive advantage; establishing efficient documentation and technology practices; and
identifying strengths and weaknesses in training, communications and other employment practices.
It involves a systematic analysis and evaluation of the efficiency and effectiveness of the HRM function and its contribution to the achievement of the
organisations strategic business objectives.
A Human Resources Audit is a comprehensive method (or means) to review current human resources policies, procedures, documentation and systems to
identify needs for improvement and enhancement of the HR function as well as to ensure compliance with ever-changing rules and regulations and establish
the best practices. An Audit involves systematically reviewing all aspects of human resources, usually in a checklist fashion.
The purpose of an HR Audit is to recognize strengths and identify any needs for improvement in the human resources function. A properly executed audit
will reveal problem areas and provide recommendations and suggestions for the remedy of these problems. Some of the reasons to conduct such a review
include:
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To examine and pinpoint strength and weaknesses related to H.R. areas and Skills and Competencies to enable an organization to achieve its long-term
and short-term goals.
To increase the effectiveness of the design and implementation of human resource policies, planning and programs. To help human resource planners
develop and update employment and program plans.
To insure the effective utilization of an organizations human resources.
To review compliance with a myriad of administrative regulations.
To instill a sense of confidence in management and the human resources function that it is well managed and prepared to meet potential challenges.
To maintain or enhance the organizations and the departments reputation in the community.
To perform a “due diligence” review for shareholders or potential investors/owners.
Scrutiny of all available information pertaining to personnel, personnel handbooks and manuals, guides, appraisal forms, computer capabilities and any
other related information.
Interview with the key managers, functional executives, top functionaries in the organisation and the employees’ representatives if necessary.
The purpose is to pinpoint issues of concern, present strengths, anticipated needs and managerial views on human resources.
It is better for H.R. Audit if clarity about the key factors of H.R.M. selected for audit and the related questions that need to be examined.
Step 5: Synthesizing:
The data gathered is synthesized to show the current situation, priorities, staff pattern and issues Identified.
Step 6: Reporting:
The results of the audit are discussed with the managers and staff specialists in several rounds. Important issues are identified for inclusion in the formal
report.
Training and development: Need assessment, selection criteria, levels covered and frequency, internal vs external training, quality consciousness, changing
needs and climate for self-development
Performance Appraisal : Validity of appraisal process, benefits and/or draw backs/problems, know-how of appraising, uniformity in process, underlying
benchmarks, consistency in ratings, linkages with pay, feedback to employees
Succession Planning:Policy formulation, identifying key positions, availability of successors, matching future needs, responsibility for grooming and
developing and handling non/poor performers
Compensation: Appropriateness of policies, company philosophy, adequacy of rewards, nature of job descriptions, flexibility in job evaluation systems,
control over costs, rationale of reward system and opportunities for improvement
Methods of HR Audit
Top level management and senior managers are interviewed, individually. Union leaders, departmental heads, some strategic clients and informal leaders
are also interviewed, individually.
It helps in following:
1. knowing their thinking about future plans and opportunities available for the company.
2. knowing about their expectations from the HR audit.
3. getting sensitive information pertaining to working styles and culture.
Group interviews and discussions with the employees and/or executives of the company. It facilitates collection of information about effectiveness of existing
systems. Ideally group of 4 to 8 employees should consist of same or similar hierarchy from cross functional areas.
Workshop method
30 to 300 participants can be asked to gather in a room and divided in small groups. They are asked to work either around systems, subsystems or around
different dimensions of HRD and do SWOT analysis. All the groups thereafter give presentations.
The HR auditor compiles the views of all groups, makes own observation, conclusions and prepares a report. The HR auditor announces the audit results
before submitting the report to top management.
Questionnaire method:
Feedback about various dimensions of HRD, including the competency base of HRD staff, the styles of line managers, the implementation of various HRD
systems, etc are obtained through a detailed questionnaire from individuals or groups.
The various areas which are audited for employee satisfaction are as follows:
Hiring without any discrimination: Selection on any employee should not be based on any one single competency, gender, religion, caste.
Appraisal without any biases: Role of HR should never be compromised over the line manager’s decision on appraising any employees.
Equal remuneration between genders: Compensation and benefits rendered to employees should be based on a criteria which is applicable to all
Managing disciplinary issues: The HR should lay down his/her independent decision rationally before finalizing any disciplinary proceedings.
Solving industrial disputes: The HR should never come under any pressure from the union or the management in terms of solving any industrial
disputes.
Justified suspensions and terminations: Integrity should be placed above any other justifications in case of employee separations.
Fair promotions and transfer: : Critical decision making regarding internal mobility should be based on core facts and justified rational
Maintaining data privacy of employees: Data integrity is in the hands of HR since they have an access to most confidential data regarding all employees
of an organisation
HR RECORDS
Records refer to the informational documents utilized by an organisation to carry out its functions. There can be conventional record systems through file
system or can be modern record management system through soft wares
Simplicity
Accuracy
Economy
Usefulness
Examples of HR Record:
REPORT: A report is an account or statement describing in detail an event, a happening or evaluating an enterprise or product etc.
HR Report: It is a document stating a particular fact with regards to any human resource function.
HR RESEARCH:
It is a systematic and scientific process of collecting information, analyzing the information and drawing conclusions for better decision-making in HR
function.
1. a) Interviews: Interview though time consuming provide very valuable information. It refers to a face-to-face discussion with managers and other
employees to get information on a particular issue. Interview has several advantages.
Interviews of employees and managers offer research teams a powerful tool for collecting information about HR activities and identifying areas that need
improvement. Criticisms and comments from interviews can help pinpoint perceptions and causes that can form the basis for departmental action. Likewise,
suggestions by managers may reveal ways to provide better service.
One useful variation of interview is Exit Interview. Such interviews are conducted when the employees has decided to leave the organizations. At this time
the employees can very openly discuss problems issues and concerns because now he /she is not afraid of reprimanded by the authorities. Some extremely
useful information can be gathered through exit interviews, which can be very handy in reviewing HR policies, identifying training needs and examine
behavioral problems that are not easily identifiable.
1. b) Questionnaires: Since interviews are time –consuming and costly and often are limited to only a few people, many HR departments use questionnaires
to broaden the scope of their research. Also, questionnaires may lead to more candid answers than do face-to-face interviews. Besides being less costly
questionnaires provide an opportunity to collect large amount of date in short period of time as they could be administered to a group. Questionnaires
generally consist of a list of statement / items to which respondent responds by either saying yes or no or showing varying degrees of
agreement/disagreement. However one major disadvantage of questionnaire is that it assumes that respondents can read and write in language used in
the questionnaire. Hence they can be given to only literate people.
2. c) Secondary Source of Data: Both interviews and questionnaires require human beings to provide information. If the focus of research is to collect
historical data perhaps the best source could be what is called as secondary source. Where data is available in published documents, government reports,
journals and magazines, house magazines, minutes of the meetings and achieves etc. Such data can be extremely useful to examine trends in terms of
growth or otherwise. Needless to say secondary source of data can be very handy method to collect specific information.
HRIS: Human Resources Management System (HRMS) or Human Resources Information System (HRIS)
INTEGRATION between human resource management (HRM) function and information technology
Software or online solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, management, and accounting
functions within a business.
1. Payroll (http://en.wikipedia.org/wiki/Payroll)
2. Time and attendance (http://en.wikipedia.org/wiki/Time_and_attendance)
3. Performance appraisal (http://en.wikipedia.org/wiki/Performance_appraisal)
4. Benefits administration
5. HR management information system
6. Recruiting/Learning management (http://en.wikipedia.org/wiki/Learning_management_system)
7. Performance record
8. Employee self-service (http://en.wikipedia.org/wiki/Employee_self-service_(web-based_application))
9. Scheduling
10. Absence management
11. Analytics
The payroll module 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.
The time and attendance module 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.
The benefits administration module provides a system for organizations to administer and track employee participation in benefits programs. These
typically encompass insurance, compensation, profit sharing and retirement.
The HR management module 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:
Online recruiting 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:
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
(http://en.wikipedia.org/wiki/Applicant_tracking_system), or ‘ATS’, module.
The training module provides a system for organizations to administer and track employee training and development efforts. The system, normally called a
“learning management system” (LMS) 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.
The employee self-service module 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.
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