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CHAPTER – I INTRODUCTION

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INTRODUCTION HUMAN RESOURCE MANAGEMENT
Human resource management is primarily concern with the people‟s dimensions in the management. It is the crucial sub system in the process of management. The success or failure of an organization not only depends on material, machines and equipment but also on the personal (called human resource) who are put in there best efforts for an efficient performance at the job. Human resource management is the management of employee‟s skills, Knowledge, talent, aptitudes, creative abilities etc…

DEFINITION :
“Human Resource Management is managing (Planning, Organizing, Directing and Controlling) the functions of employing, developing and compensating human resources resulting in creating and developing human relations and utilization of human resources with a view to contribute proportionately to the organizational, individual and social goals”.

-P. SUBBA RAO
Management has been defined as “The art of getting things done through people”.

-MARY PARKER FOLLETT
Management is the planning, organizing, coordinating and control of the technical, financial security and accounting activities”. LOUIS A ALLEN

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INTRODUCTION HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
Human resource information system (HRIS) is a systematic way of storing data and information for each individual employee for planning, selection, about welfare & safety, termination & promotion. This system provides manager with data to support the routine, repetitive human resource decisions that occur regularly in the organization to make it more effective it should be integrated with the information system with the organization. Information requirements may include :  Deliver and responsibility of every job in the organization.  Skills possessed by every employee.  Organizations future human resource needs.  Current productivity of human resources.  Identification of training needs.

The Human Resource Information System (HRIS) is a 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.

Normally package as a data base, hundreds of companies sell some form of HRIS and every HRIS has different capabilities.

Acquisition, storage and retrieval of information present a significant challenge of the management. However once the database is create, maintenance becomes a much easier task provided data security and privacy of employee can be safeguarded.

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An HRIS, the abbreviation for Nyman resources information is a system that let‟s you keep tack of all your employees and information inter-related databases. HRIS system includes the employee name and contact information and all or of the following: Department Job title Grade Salary Salary history Position history Supervisor Training completed Special qualifications Ethnicity Date of birth Disabilities

DEFINITION OF HRIS :
“ Human Resource Information System refers to the system of collecting, recording, classifying, presenting, processing, storing and dissemination various information required for efficient and effective management of human resources in an organization.”

In others words :”Human Resource Information System is a systematic method of storing data and information of each individual employee to aid planning, decision making and submitting of returns and reports to the external agencies.”

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CONCEPT OF HRIS :
Initially Human Resource department use to share hardware and files with other departments, later companies began to develop information system devoted inclusively to human resource applications. These systems came to be known as Human Resource Information System. A human resource information system should be designed around a database consisting of employees and position records. The access to the database would be in batch mode or through on-line transactions with adhoc enquiries being satisfied by reports, salary review reports and employee profiles could be used to facilitate the functions of HRIS.

HISTORY OF HRIS :
 Developed in the 1960‟s  Used by large companies with their payroll systems.  Very expensive to buy and use.  Required a full time staff to support them.  Provided limited information and were often difficult to customize.  Intoduction of Personal Computers in the 1980‟ made them affordable.  Access to electronic information made them popular.  Mid 1990‟s web based sustems became popular.  Provided larger storage and better processing capabilities.

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USES OF HRIS :

Information is needed for internal control, feedback and corrective actions and for statutory obligation. HRIS is utilized basically for the following purposes  Storing information and data of each individual employee for future reference.  Providing a basis for planning, organizing, decision-making, controlling and a host of other human resource functions.  Meeting daily transactional requirements such as marking present/absent and granting leave.  Supplying data submitting returns to government and other statutory agencies.

PURPOSE OF HRIS :
 To improve the efficiency with which data on employees and HR activities is compiled.  To provide HR information more rapidly and more easily fir use by management in making decisions.

BENEFITS OF HRIS :
The benefits that derived from HRIS are as follows :  Higher speed of retrieval and processing of data.  Reduction in duplication of leading to reduced cost.  Easy in classifying and reclassifying data.  Better analysis leading to more effective decision-making  Higher accuracy of information/reports generated.  Fast response to answer queries, improved quality of reposts.

COMMON HRIS FUNCTIONS :
Mainly following functions are performed by the HRIS in different organizations.

Job analysis information can be placed in the HRIS.

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   

The program can write job descriptions and job specifications. Constant monitoring of compliance with EEO legislation. Maintain records of rejected applicants. Saves money and time in compiling reports.

NEEDS OF HRIS :
Before determining the objectives of HRIS in NTPC, it is necessary to know about the need of HRIS in NTPC. Any HRIS has three major functional components such as input, data maintenance and output.

OBJECTIVES OF HRIS :

1. To offer an adequate, comprehensive & ongoing information about people & jobs. 2. To supply up to date information at a reasonable cost 3. To offer data security & personal privacy

For any study in the organization in order to prepare a project report initially determining the objectives are very important.

The Main Objectives Of HRIS in Ntpc Organization are :
1. To study the components of Human Resource Information System and its role in attaining Organizational goals in short period and in a moderate way.

2. To know how far is the need of HRIS and how can the computer facilitate the better information than methods

3. To find out the important dimensions of HRIS in relation to the organization.

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4. To evaluate the problems faced by HRIS and to encourage attending the forums associated to information system.

5. To develop and integrated approach towards Human Resource Information System in NTPC Ltd - Ramagundam.

LIMITATIONS OF HRIS :
Along with benefits there are some limitations, which are derived from HRIS, they are as follows: 1. It can be expensive in terms of finance and manpower requirements. 2. It can be threatening and inconvenient to those who are not comfortable with computers. For computerized information to be useful at all levels there is an urgent need for large-scale computer literacy. 3. Often the personnel designing HRIS do not have q through understanding of what constitutes quality information for the users. Thus, the user managers do not get exactly the reports, which they want. Producing information that is of quality to the users requires investments in time, effort and communication on the part of HRIS managers. 4. Computers cannot substitute human being. Human intervention will always be necessary. Computers can at best aid the human effort. The quality of response is dependent upon the accuracy of data input and quarries fired. The „Garbagein Garbage-out‟ (GIGO) is the key expression in any computerized system. 5. In many organizations the system is operated in batch mode with the records being updated once a week. On-line facility in multi user environment needs to be developed so that the reports generated are not out of phase with the realities. In many situations the state information is as good as no information.

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WAYS OF APPLYING HRIS IN THE ORGANIZATION :
Some of the applications which could be computerized and the nature and type of information that can be recorded and stored are described below : Personal administration : It will encompass information about each employee such as name, address, date of birth, date of joining the organization and information about next of kin and family. The facility should allow the user to maintain a number of address records such as permanent home address, local postal address and the address of next of kin. Salary administration : Salary review procedures are an important function of the human resources departments. A good human resource information system must be able to perform „what if‟ analysis and present the proposed increases in a report suitable for distribution to various departments. The report should give the details of present salary, last increases and the proposed increase. A global update feature, which will require a. Minimum of operator intervention should be available to affect pay increase for employees. Leave/Absence recording : An essential requirement of HRIS is to provide comprehensive and accurate method of controlling leave or absence. A fundamental aspect of leave management is to maintain a complete leave history of each employee with the ability to increase entitlement according to leave rules. Every employee can be issued with an identify card of the employee entering and leaving the gate will be swiped through and timing logged-in and logged-out. This will avoid manual effort in recording data and calculating wages for employees with any possibility of errors by oversight and malpractice.

Skill inventory : Employees to required position and keep track of their movements. A logical progression path and the steps required for advancement can be identified by HRIS after which the individual progress can be monitored.

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Recruitment : An essential function of any personal department is recruitment. Recording details of recruitment activity such as the cost and method of recruitment and HRIS is used to record acquired skills and monitor a skill database at both employee and organizational level. This will provide the opportunity to identify employees with the necessary skills for certain position or job. Medical history : The HRIS may be used to record occupational health data required for industrial safety purposes, accident monitoring, exposure to potentially hazardous materials and so on. The records of periodical medical examinations may also maintained. Performance appraisal : The HRIS should individual employee performance appraisal data such as the data of the appraisal, scores for each performance criteria, potential for promotion and other information to form a comprehensive overview obtained from the human resource information system for training, transfer and promotion purposes. Training and development : The system should consider the training and development needed of employee with the ability to record and enquire on courses completed those underway and any projected courses. This will enable any gaps in training to be identified and also allow training costs to be monitored at the organizational level. The system could also be used for recording the details of training imparted to various employees.

Manpower planning : An organization hires people because it has a need to fill a position to ensure that it continues to operate efficiently and with in the budget restraints. Therefore a fundamental aspect of a HRIS should be to record details of the organizational requirements in terms of positions. A HRIS can be used to connect e the method taken

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to fill the position can be used to provide a picture of the recruitment in terms of times as well as rupee value. Career planning : HRIS could record projected positional moves. The system must be capable of providing succession plan to identify which employee have been earmarked for which positions. Collective bargaining : A computer terminal can be positioned in the conference room and linked to the main database. This will expedite negotiations by readily providing up-to-data and also facilitating „what if‟ analysis. This will provide means for discussions based in facts and figures and not feelings and fictions.

STEPS IN IMPLEMENTING HRIS
In order to implement HRIS in any organization certain process is to be followed. In this process certain steps are to be followed, they are: Inception of idea : The originator should create an idea making a preliminary report justifying the needs of HRIS and clearly illustrate how HRIS can assist management in making certain decisions. Feasibility study : The problem areas are to be highlighted. It should carry out a cost benefit analysis of HRIS in terms of labor and material as also the intangible savings such as increased accuracy and fewer errors.

Selecting a project team : The project team should consist of human resource representative, who has knowledge about the organization itself and also a representative from management information system. Defining the requirements: A statement of requirements specific what the system needs to do with the detailed report that is produced the objectives here being

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to make sure that the mission of an HRIS truly matched with the management needs of an HRIS. Vender analysis : This involves discussions with various analyses. This involves discussions with various vendors to determine what software and hardware are available on how their HRIS will meet the organization need. This help in decision making off-the-shelf package or to develop the system internally. Contract negotiation : The contract stipulating the price, delivery, vendor‟s responsibilities with regard to installation, service maintenance, training to organization employees etc, may be negotiated. Training : Project team members may first be trained to use the system and then could train all users from other departments. Tailoring the system : It involves making changes it the system to best fit the organizational needs. Collecting data : Data is collected and fed into the system. Testing the system : Purpose of the testing is to verify output of HRIS and make sure that it is doing what it is support to do. All reports need to be critically analyzed. Starting up : Even after testing, often some additional errors surface during the start-up. These need to be sorted out. Running in parallel : Just for the security, the new system is run in parallel with the old till new system stabilizes and people gain confidence in its operation.

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Maintenance : It normally takes several months for the HR people to get acquainted with HRIS. Audit : After a year or so, the project team should audit the performance of HRIS and if required, corrective actions should be taken.

Model of HRIS

Internal Records System

HR Decision Support System
 Recruiting  Work Force Management & Evaluation  Compensation  Benefits etc.

HR
Intelligence System

Data Base

HR Research
System

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OVERVIEW OF HUMAN RESOURCE INFORMATION SYSTEM

Occupational safety and Training and health developmen Job Facilities t
Administration

Recruitment
Selection and placement

Succession planning

Termination

People jobs
Holidays and leave administration

Performance planning and review

Positions
Job descriptions, person profiles

Career development Remun eration manag ement

Work design
Organisation structure

Employm ent terms and conditions

Payroll adminis tration

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RESEARCH METHODOLOGY
Research means it is an academic activity and as such the term should be used in technique sense Meaning of research : D.slesinger and M.stephenson in the encyclopedia of social science define research as the manipulation of things. Concept or symbols for the purpose of generalizing to extent, correct or verify knowledge, whether that knowledge aids in construction of theory or in the practice of an art. Objectives of research : 1. To gain familiarity with a phenomenon or to achieve new insights into it. 2. To portray accurately the characteristics of a particular individual situation or a group. 3. To determine the frequency with which something occurs or with which it is associated with something else. Types of research : The normal types of research are as follows :    Descriptive and analytical research. Applied and fundamental research. Quantitative and Qualitative research.

Research process : The following order connecting various steps provide useful procedural guidelines regarding the research process 1. Formulating the research problem. 2. Extensive literature surveys. 3. Developing the hypothesis. 4. Preparing the research design. 5. Determining the sample design. 6. Collecting the data. 7. Execution of the project. 8. Analysis if data.
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9. Hypothesis testing.

Sample design : Sample design as follows : 1. Deliberate Sample 2. Sample random sample. 3. Systemic sample.

DATA COLLECTION
The data for the research has been collected from two sources. Primary source of Data : The primary data has been collected from employees by administering structured questionnaire, carrying both open ended and close ended questions. It was distributed among employees and one formatted questionnaire was given to the HR in change. Secondary source of data : Secondary data has been collected from the books of human resources management, internet, manuals and websites of the organization. Sample size : The sample size is 100 employees and criterion time was allotted for them to assure the given questionnaire. Sample technique : The sample technique is “random sample technique” used for the research study. This sample are surplus which are constructed that every element or items of the total population in the organization.

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NEED OF THE STUDY : This study is done mainly to know at what extent NTPC is maintaining the complete Human Resource Information System in its organization. There is a need importance for the study as it will help the company to know about the information and can modify the changes in the organization for human resource development and future utility.

OBJECTIVES OF STUDY :

1. To study the components of Human Resource Information System and its role in attaining Organizational goals in short period and in a moderate way.

2. To know how far is the need of HRIS and how can the computer facilitate the better information than manual methods. 3. To find out the important dimensions of HRIS in relation to the organization.

4. To evaluate the problems faced by HRIS and to encourage attending the forums associated to information system.

5. To develop an integrated approach towards Human Resource Information System in NTPC ltd- Ramagundam.

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SCOPE OF THE STUDY : The scope of the present study is confined to HRIS implementing in NTPC in reality to selected criteria. A dedicated discussion on each criterion has beginning the extent disclosed by the undertaking the present study covers the entire corporation in overall manner LIMITATIONS OF THE STUDY : 1. The sample size chosen covered only a small portion of the whole population of NTPC, Ramagundam. 2. The study is confined to limited period of time i.e. 6 weeks. 3. Accuracy of the study is purely based on information as given by the respondents. 4. Data collected cannot assert to the free from errors as the sample size restricted to employees. 5. The present study is limited to employee‟s perception of NTPC Ramagundam only. Therefore, the present study may not be applicable for other units of NTPC. Thus, generalizations of result become difficult. 6. Human Resource Information System is a very wide topic and therefore all the relevant variables such as employee morale productivity, personality etc, could not be included in the present study.

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CHAPTER – III ORGANISATION PROFILE

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WHY I SELECTED NTPC MAHARATHNA’ Company
The common minimum programme of the Govt. states, inter-alia, that Govt. will identify public sector companies that have comparative advantages and support them in their drive to become global giants. In personal of these objectives, the Govt. has decided to grant the enhance autonomy and delegation of powers. The grant of autonomy to the Board of Public Sector Enterprises is specific to the 9 Enterprises identified by the Govt. BHEL, BPCL, HPCL, IOC, IPCL, NTPC, ONGC, SAIL and VSNL.

Core Sector
In order to ensure energy and security, the company has launched much lateral backward and forward integration making it an integrated Power Major with interests in: 1. Hydro Power 2. Captive coal Mining 3. Oil and Gas exploration 4. Power Distribution and Trading through its subsidiaries NTPC Electricity Supply Company Ltd. And NTPC Vidyut Vyapar Nigam Ltd.., In the successful saga of NTPC, every milestone achieved is a dream comes true for over 24,694 employees. A highly motivated and trained human resource, which has contributed its best, in taking NTPC to its present heights, propel its station across the country achieving excellence in several areas. NTPC has been rated 3rd Great Place to Work for in India 2009 by Grow Talent and Business World and 5th Best Company to Work for in India for 2009 by Mercer Consulting and Business Today.

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WELFARE ORIENTED COMPANY
The NTPC Township is like a „mini-India‟, where people from various regions, religions, and languages are living in harmony. A well laid out township has been constructed on a 900-acre land between NTPC Ramagundam and Godavarikhani, which houses over 2000 families. It is equipped with quality amenities like schools, Junior college, recreation centers, hospital, shopping complex, post office, banks, and places of worship. Welldesigned park add aesthetic value to the township. Jyothi nagar is spreading its splendor of light to its surroundings. This shows that the organization, how much interested about their employees and their amenities.

Corporate social responsibility:
As a responsible corporate citizen, the company is committed to the protection of environment, making conscious efforts to preserve the ecology near its plants, as part of it‟s a forestation drive on a large scale; NTPC has planted over lacs of trees in and around the station. Under the CSR-CD foundation would establish a Development Center for physically challenges persons with a view to facilities economic selfReliance, and also distributed artificial limbs, calipers, tri-cycles and wheel chairs to physically challenged persons. Comprehensive CSR policy has developed and NTPC Foundation set up to make up projects for the benefit of physically handicapped, for preservation of national monument, for dealing with natural disasters and calamities ect…

INTRODUCTION ABOUT NTPC
ORIGIN OF NTPC NTPC was incorporated in November 1975 with the main objective of planning prompting and organizing on integral development of thermal power in the country. The company started functioning in March 1976.

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ABOUT NTPC
Energy is an important parameter in the overall economic development activity of any country. It has become synonymous with the progress in all fields of activities. Power is the single factor, which changed the way of living. The National Thermal

Power Corporation Limited, established in November 1975, has become the most important infrastructure input for improving the standard of living to meet the growing demand and to fulfill the needs of the country. Just in 32 year, this company has grown to be the largest producer of power in the country. NTPC LTD, the NAVARATNA power giant today generates one-fourth of the total power in the country and it is ranged 9th largest thermal power generating utility in the world

VISION “TO BE THE WORLD’S LARGEST AND BEST POWER PRODUCER, POWERING INDIA’S GROWTH.”

MISSION
 Make available, reliable, quality power in increasingly large quantities at appropriate tariffs and ensure timely realization of revenues.  Speedy plan and implement power projects, with contemporary technologies.  Implement strategic diversification‟s in the areas of R & M, Hydro, LNG and Non-conventional and Eco-friendly fuels and explore new areas like transmission information technology etc..,  Promote consultancy and make prudent acquisitions.  Continuously develop competent human resources to match world standards.  Be a possible corporate citizen with thrust on environment protection, rehabilitation and ash utilization.

CORE VALUES BE COMMITTED
B – Business Ethics. E – Environmentally & Economically Sustainable. C – Customer Focus.
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O – Organizational & professional pride. M – Mutual respect & Trust. M – Motivating self & Others. I – Innovation & Speed. T – Total Quality for Excellence. T – Transparent & Respected Organization. E – Enterprising. D – Devoted.

NTPC ORGANIZATION AND FUNCTIONS
The original design is one of the main factors, which ultimately determine the effectiveness of an enterprise. The broad of directors is the supreme policy making body, which give the direction to the activities of the organization. The head of this board is the chairman & managing director who is also the full time chief executive of the company. The members of this board are both full-time directors as well as senior level officers. The basis divisions, which are accountable to CMD, are

1. Technical and engineering division 2. Corporate commercial division 3. Operation services division 4. Corporate human resource division 5. Corporate project division 6. Corporate finance division 7. Vigilance division

COMPANY PROFILE RAMAGUNDAM (RSTPS)
NTPC was setup in 7th Jan. 1975 to establish large generating to strong the regional girds. Ramagundam Super Thermal Power Project had an approved investment of Rs. 2059.22 Crores RSTPS in the interior of Andra Pradesh.

SUPER

THERMAL

POWER

STATIONS

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November 14th 1978, suddenly the sleepy village RAMAGUNDAM becomes the sense of hectic activates. Barricades & welcomes arches were created all the among the road leading to what in now the site of 2600 MW power station. It is on his auspicious day of November 1978 the prime minister of India late Shri. Morarji Desai laid the foundation stone for the MAMMOTH POWER STATION IN SOUTH INDIA. It‟s emergency has put the southern states one step a head kin their effort to met their power requirement.

Third in the series super Thermal power station set up by NTPC Ramagundam is situated in the interiors of ANDHRA PRADESH on the banks of GODAVARI RIVER in karimnagar Dist of TELAGANA REGION, just across the cold pitheads of the SINGARENI COLLIERIES. Ramagundam has been rising at this time & earned the proud destination of being the only station in the country to commissions all the six units ahead of schedule, constructed at a cost of Rs. 1702 corers, the station has been one of the largest recipients of the World Bank Ramagundam can be considered as the school for construction of “Power Projects”. The major External financing sources are IBRD, IDA & OPEC. Ramagundam generation proportion has achieved the govt. of India meritorious productivity awards as manyh as four times. The beneficiaries of RSTPP are Andra Pradesh, Tamilnadu, Kerala, Karnataka, Goa and Pondicherry. The plant load factor for the year 2003-2004 was 88.5% and it stand in the fourth place among the NTPC stations. And 92.24% in 2007-08 NTPC as a whole and 90.14% in Ramagundam. The cater to the growing demand for power the seventh unit of 500MW is being added. The station has the required infrastructure facilities and the commitment of the employees.

LOCATION
The 2600MW Ramagundam super thermal project is located in karimnagar district of Andhra Pradesh south of river Godavari. The project linked to the south Godavari coalfield or the Singareni collieries. In addition to the capacity of 500MW in

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Ramagundam stage – III have commissioned increasing the total capacity to 2600MW as on December – 15 - 2006.

Following are units sizes:

Stage 1 :

3*200MW

Stage 2 :

3*500MW

Stage 3 :

1*500MW

RSPTS ORGANIZATION & FUNCTIONS
The project organization, headed by a General Manager, entrusted with the total responsibility for implementation of all aspects of the project in accordance with the master net work schedule and the operation maintenance of running units in a most cost effective manner.

I.

Project Organization:
The two executive‟s functions under this are “civil construction” and

“equipment erection”. The civil construction takes care of all the activities starting from survey and soil investigation, site leveling, infrastructure development, township construction etc. The equipment erection wing carries out of the mechanical and electrical and control and instrument activities concerning erection and commission of plant and equipment.

II.

Operation and Maintenance:
This department looks after the operation of commissioned units and

the short, long-team maintenance works. O&M includes main plant operation mechanical maintenance, electrical maintenance, and control instrumentation maintenance, fuel handling (O&M) chemistry and coal transport (MGR) groups.

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III.

Materials Management, Personnel and Administration:
This group under takes the control of bulk structure construction

materials like steel, cement, diesel, and fuel oil apart from the procurements, storages and control of consumables, equipments and spare parts

NTPC ACTIVITES
a. Planning & investigation of new site preparation of feasibility prospect report & the designing as well as engineering of power stations. b. NTPC is also managing Badarpur Thermal Power Station (705MW) of Govt. of India in Delhi. c. Operation & maintenance of power stations.

OBJECTIVES OF NTPC
1. To add generation capacity with in prescribed time and cost to operate & maintain power stations at high availability ensuring minimum cost of generation. It has planned massive growth to mate itself-40,000MW Company. 2. To maintain the financial soundness of the company by managing the financial operation in accordance with good commercial utility practices. 3. To function as a responsible corporate citizen & discharges social responsibility in object of environmental protection & rehabilitation. The corporation will strive to utilize the ash produced as its stations to the maximum extent possible through production of ash bricks, building material etc. 4. To adopt appropriate human resource development policy leading to creation of team of motivated & competent power professionals. The introduce assimilate & Practices and to disseminate knowledge essentially as contribution to other constituents of the power sector in the country. 5. To develop search and development (R & D) for achieving improved plant reliability. 6. To expand the consultancy operations and par ticipate in ventures abroad. 7. To add generating capacity with in prescribed time and cost. 8. To expand the constancy operations and to participate ventures abroad.

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CORPORATE MISSION 1. Make available reliable and quality power in increasingly large qualities of appropriate tariffs and ensure timely realization of revenues. 2. Adopts a broad-based capacity portfolio including Hydropower, LNG Nuclear Power trading distribution, transmission, coal beneficiation etc. 3. Be and integrated utility by implementing strategic diversification in areas such as power trading distribution, transmission, coal beneficiation etc. 4. Develop a strong portfolio business assets ect. 5. Continuously attract and develop competent and committed human resources to match world standards. 6. Lead developmental efforts in the India power sector including assisting state utility reform, policy advocacy etc. 7. Be a socially responsible corporate entity with thrust on environment protection, ash utilization, community development, and energy conservation.

HUMAN RESOURCE MANAGEMENT IN NTPC
The company has continuously added to its installed capacity, yet the Man – MW ratio has been consistently improving. The total strength of employees of the company including that on secondment of different associated organization stands at 24,950 as on March 31, 2010 as against 24, 713 as on March 31, 2009. All efforts were made to improve the work force utilization. The overall man – MW ratio for the year 2009-10 was 0.98 as against 1.02 for year 2008-09. In tune with company‟s HR initiatives, training & development given a renewed thrust to build competence and commitment among the employees. The target of seven days training per employee achieved by most of the plants. In order to bring more objectivity and transparency in performance evaluation and building high performance culture, key performance area based performance, monitoring system is being implemented from 2004-05.

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CHAPTER – IV DATA ANALYSIS AND INTERPRETATIONS

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TABLE-1 1. Do you use Human Resource Information System (HRIS) in your Organization?

NO. OF S.NO. OPITIONS RESPONDENT 80 20 0 100

% OF RESPONDENT 80% 20% 0% 100%

1 Yes 2 No 3 Can't say Total

CHART-1

NO. OF RESPONDENT
90 80 70 60 50 40 30 20 10 0 Yes No Can't say NO. OF RESPONDENT

Interpretation:

From above analysis it is clear that 80% of employees in the organization are familiar about Human Resource Information System (HRIS).

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TABLE-2 2. Do the HRIS in the organization have advanced computerized features?

NO. OF S.NO. OPITIONS RESPONDENT 90 10 100

% OF RESPONDENT 90% 10% 100%

1 Yes 2 No Total

CHART-2

NO. OF RESPONDENT
100 90 80 70 60 50 40 30 20 10 0 Yes No

NO. OF RESPONDENT

Interpretation:

From above analysis it is clear that 90% of employees in the Organization are agreed that the organizations HRIS IS highly computerized.

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TABLE-3 3. What type of tool you use as HRIS?

NO. OF S.NO. OPITIONS RESPONDENT 14 76 10 100

% OF RESPONDENT 14% 76% 10% 100%

1 MS-Office 2 ERP(SAP) 3 Both Total

CHART-3

NO. OF RESPONDENT
80 70 60 50 40 30 20 10 0 MS-Office ERP(SAP) Both NO. OF RESPONDENT

Interpretation: From above analysis it is clear that 76% of employees in the organization are agreed that ERP (SAP) is a tool of HRIS in the organization as well as MS – Office and both of them are also using in the organization.

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TABLE-4 4. Does Enterprise Resource Planning (ERP) system help to achieve goals of HRIS?

NO. OF S.NO. OPITIONS 1 Yes 2 No Total RESPONDENT 94 6 100

% OF RESPONDENT 94% 6% 100%

CHART-4

NO. OF RESPONDENT
100 90 80 70 60 50 40 30 20 10 0 Yes No

NO. OF RESPONDENT

Interpretation: From above analysis it is clear that 94% of employees in the organization are agreed that ERP (SAP) is a tool of HRIS in the organization goals of HRIS.

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TABLE-5 5. At what level do you use HRIS? NO. OF S.NO. OPITIONS High Management 1 Level Middle Management 2 Level 3 Working Level 4 ALL TOTAL 26 50 18 100 26% 50% 18% 100% 6 6% RESPONDENT % OF RESPONDENT

CHART-5

NO. OF RESPONDENT
60 50 40 30 20 10 0

NO. OF RESPONDENT

Interpretation: From above analysis it is clear that HRIS is using in all levels of the organization especially it is more using in working level.

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TABLE-6 6. Who configured the software OF HRIS / SAP for your organization?

NO. OF S.NO. OPITIONS Software 1 vendor IT 2 Department 3 Others TOTAL 34 0 100 66 RESPONDENT

% OF RESPONDENT

66%

34% 0% 100%

CHART-6

NO. OF RESPONDENT
70 60 50 40 30 20 10 0 Software vendor IT Department Others NO. OF RESPONDENT

Interpretation: From above analysis it is clear that Software vendors configured the software of HRIS of organization.

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TABLE-7 7. What made you to go for software implementation in your HRIS “please mention below? NO. OF S.NO. OPITIONS RESPONDENT 34 16 18 % OF RESPONDENT 34% 16% 18%

1 Data accuracy 2 Ease of updating records 3 Speed of report generating Ease of access to data and 4 reports 5 Data security 6 All Total CHART-7

6 6 20 100

6% 6% 20% 100%

NO. OF RESPONDENT
40 35 30 25 20 15 10 5 0

NO. OF RESPONDENT

Interpretation: From above analysis it is clear that Data accuracy, Ease of updating records, Speed of report generation, ease of access to data and reports are major reasons for Software implementation in HRIS.

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TABLE-8 8. When did you start using the software of HRIS / SAP in you Organization? NO. OF S.NO. OPITIONS 1 < 1 yr 2 <2 and > 1 yr < 3 and > 2 3 yrs More than 3 4 yrs Total 70 100 70% 100% 30 30% RESPONDENT 0 0 % OF RESPONDENT 0% 0%

CHART-8

NO. OF RESPONDENT
80 70 60 50 40 30 20 10 0 < 1 yr <2 and > 1 yr < 3 and > 2 More than 3 yrs yrs NO. OF RESPONDENT

Interpretation: From above analysis it is clear that Software implementation in HRIS was done before more than 3 years.

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TABLE-9 9. Are you able to use the software entirely? If no, then which modules and sub – modules are highly operative by you? NO. OF RESPONDENT 6 6 18 2 6 8 0 14 40 100 CHART-9 % OF RESPONDENT 6% 6% 18% 2% 6% 8% 0% 14% 40% 100%

S.NO. 1 2 3 4 5 6 7 8 9

OPITIONS Recruitment Personnel management Peformance management Master data Time management Reports Separation Payroll All Total

NO. OF RESPONDENT
45 40 35 30 25 20 15 10 5 0

NO. OF RESPONDENT

Interpretation: From above analysis it is clear that Software implementation in HRIS is using all Departments of organization.

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TABLE-10 10. How important are / could be HRIS / SAP in helping you to perform your job more professionally? NO. OF RESPONDENT 12 14 50 18 6 100 % OF RESPONDENT 12% 14% 50% 18% 6% 100%

S.NO. OPITIONS 1 Project based work environment 2 Employee empowerment Large amount of data and information is 3 proceed Increase knowledge of workers and associated 4 information 5 All Total

CHART-10

NO. OF RESPONDENT
60 50 40 30 20 10 0

NO. OF RESPONDENT

Interpretation: From above analysis it is clear that Software implemented in HRIS is important for processing large amount of data and information of organization.

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TABLE- 11 11. Do you get a technical support from IT Department for use of this HRIS / SAP application?

NO. OF S.NO. OPITIONS RESPONDENT 78 22 100

% OF RESPONDENT 78% 22% 100%

1 Yes 2 No Total

CHART-11

NO. OF RESPONDENT
90 80 70 60 50 40 30 20 10 0 Yes No NO. OF RESPONDENT

Interpretation:

From above analysis it is clear that employees of organization are getting technical support from IT Department of their organization for using HRIS.

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TABLE-12 12. Is there a system or process for sending comments for improving this HRIS / SAP application?

NO. OF S.NO. OPITIONS RESPONDENT 80 20 100

% OF RESPONDENT 80% 20% 100%

1 Yes 2 No Total

CHART-12

NO. OF RESPONDENT
90 80 70 60 50 40 30 20 10 0 Yes No NO. OF RESPONDENT

Interpretation:

From above analysis it is clear that there is a system or process for sending comments for improving HRIS / SAP application in organization.

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TABLE-13 13. Are updates (or) changes made regularly to this HRIS / SAP Application based on the feedback received? NO. OF S.NO. 1 Yes 2 No Total OPITIONS RESPONDENT 90 10 100 % OF RESPONDENT 90% 10% 100%

CHART-13

NO. OF RESPONDENT
100 90 80 70 60 50 40 30 20 10 0 Yes No

NO. OF RESPONDENT

Interpretation: From above analysis it is clear that there is a system or process for update or change to HRIS / SAP Application based on the feedback received in organization.

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TABLE-14 14. What features are available for data security? Check all options that apply. NO. OF S.NO. OPITIONS RESPONDENT 74 2 24 0 100 % OF RESPONDENT 74% 2% 24% 0% 100%

1 Secure user login 2 Unknown 3 Frequent data backups 4 Any other Total

CHART-14

NO. OF RESPONDENT
80 70 60 50 40 30 20 10 0 Secure user login Unknown Frequent data backups Any other NO. OF RESPONDENT

Interpretation: From above analysis it is clear that there is a system or process for data security in organization i.e. Secure user login.

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TABLE-15 15. Did you receive training on your HRIS / SAP and / or policies? NO. OF S.NO. OPITIONS 1 Yes 2 No Total RESPONDENT 84 16 100 % OF RESPONDENT 84% 16% 100%

CHART-15

NO. OF RESPONDENT
90 80 70 60 50 40 30 20 10 0 Yes No NO. OF RESPONDENT

Interpretation: From above analysis it is clear that employees of organization are trained to use HRIS.

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TABLE-16 16. If yes, then which type of assistance / training was provided? NO. OF S.NO. OPITIONS RESPONDENT 50 14 16 0 100 % OF RESPONDENT 50% 34% 16% 0% 100%

1 Classroom training 2 On the job training 3 Online training 4 Any Other Total

CHART-16

NO. OF RESPONDENT
60 50 40 30 20 10 0 Classroom training On the job training Online training Any Other NO. OF RESPONDENT

Interpretation: From above analysis it is clear that employees of organization are trained to use HRIS and they receive classroom training.

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TABLE-17 17. Is there a manual or handbook on your HRIS / SAP and / or policies? NO. OF S.NO. OPITIONS 1 Yes 2 No Total RESPONDENT 90 10 100 % OF RESPONDENT 90% 10% 100%

CHART-17

NO. OF RESPONDENT
100 90 80 70 60 50 40 30 20 10 0 Yes No

NO. OF RESPONDENT

Interpretation: From above analysis it is clear that organization provides manual or handbooks on HRIS systems to their employees.

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TABLE-18 18. Is there a routine review of HRIS / SAP and / or policies for all employees in your department?

NO. OF S.NO. OPITIONS RESPONDENT 70 30 100

% OF RESPONDENT 70% 30% 100%

1 Yes 2 No Total

CHART-18

NO. OF RESPONDENT
80 70 60 50 40 30 20 10 0 Yes No NO. OF RESPONDENT

Interpretation: From above analysis it is clear that organization provides a routine review of HRIS / SAP and / or policies for all employees in all departments.

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TABLE-19 19. Does your organization‟s HRIS / SAP is integrated with other Department?

NO. OF S.NO. 1 Yes 2 No Total OPITIONS RESPONDENT 90 10 100

% OF RESPONDENT 90% 10% 100%

CHART-19

NO. OF RESPONDENT
100 90 80 70 60 50 40 30 20 10 0 Yes No

NO. OF RESPONDENT

Interpretation: From above analysis it is clear that organization‟s HRIS / SAP is integrated with other Departments in organization.

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TABLE-20 20. In your opinion, what are the primary advantages or strengths of your organization‟s HRIS / SAP? Give all options that apply. NO. OF RESPONDENT 20 10 30 16 4 20 100 % OF RESPONDENT 20% 10% 30% 16% 4% 20% 100%

S.NO. OPITIONS 1 Data accuracy 2 Ease of updating records 3 Speed of report generating Ease of access to data and 4 reports 5 Data security 6 All Total

CHART-20

NO. OF RESPONDENT
35 30 25 20 15 10 5 0

NO. OF RESPONDENT

Interpretation: From above analysis it is clear that the primary advantages or strengths of organization‟s HRIS / SAP are Data accuracy, Speed of report generation, Ease of updating records, Ease of access to data and reports, and data security.

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TABLE-21 21. Is HRIS / SAP is useful to link Strategic Organizational Vision and Human Resource implementation?

NO. OF S.NO. OPITIONS RESPONDENT 80 12 8 100

% OF RESPONDENT 80% 12% 8% 100%

1 Yes 2 No 3 Can't say Total

CHART-21

NO. OF RESPONDENT
90 80 70 60 50 40 30 20 10 0 Yes No Can't say NO. OF RESPONDENT

Interpretation: By observing it is clear that organization‟s HRIS / SAP are useful to link Strategic Organizational Vision and Human Resource implementation.

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CONCLUSIONS

The study of HRIS Ltd., at RAMAGUNDAM describes the following conclusions:  By collecting the views from the employees, it is proved that Human Resource Information System (HRIS) is familiar in NTPC.  By collected the views from the employees, it is proved that HRIS is highly computerized in NTPC.  The computerized of HRIS is better than Manual HRIS in NTPC in terms of collecting, storing, accessing, presenting, recording, classifying, processing & disseminating various information required for efficient & effective management of human resources in an organization.  The organization using Enterprise Resource Planning (ERP) system & SAP as tool in HRIS as “Project Lakshya” in NTPC. By collecting the views from the employees, it is proved that it is very helpful to achieve the goals of HRIS in NTPC.  By observed it is clear that Software vendors configured the software of HRIS of organization.  By observed it is clear that Software implementation in HRIS was done before more than 3 years in NTPC.  By observed it is clear that HRIS is using in all levels of the organization especially it is more using in working level.  By observed it is clear that “Data accuracy, Ease of updating records, Speed of report generation, Ease of access to data & reports” are major reasons for Software implementation in HRIS & also it is important for “processing large amount of data & information” of organization.  By observed it is clear that employees of organization are trained to use HRIS software & they receive classroom training also organization provides manual (or) handbooks on HRIS systems to their employees.  Bu observed it is clear that employees of organization are gettiing technical support from IT Department of their organization for using
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HRIS / SAP application in organization based on the feedback received from employees in NTPC.  By observed it is clear that there is a system (or) process for data security in organization i.e., “Secure user login”.  By observed it is clear that organization‟s HRIS / SAP is integrated with other Departments in organization.  By observed it is clear that the primary advantages (or) strengths of organization‟s HRIS / SAP are “Data accuracy, Speed of report generation, Ease of updating records, Ease of access to data & reports, & data security”.  By observed it is clear that organization‟s HRIS / SAP is useful to link Strategic Organization Vision & Human Resource implementation.  By observed it is clear that most of employees Strongly agree that organization‟s HRIS / SAP is “Efficient & Reliable”.  By observed it is clear that most of employees Agree that organization‟s HRIS / SAP is “Compatable & maintainable”.  By observed it is clear that most of employees Can‟t say about that organization‟s HRIS / SAP “Security & Clarity”.  By observed it is clear that most of employees Disagree that organization‟s HRIS / SAP is “not User friendly & Flexible”. In short, HRIS is useful in collecting, storing, accessing, presentin, recording, classifying, processing, & disseminating various information required for efficient & effective management of human resources in various departments of an organizations. And also it is useful in Data accuracy, Speed of report generation, Ease of updating records, Ease of access to data & reports, & data security. It helps in identifying responsibility of Human Resource in work & performance.

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SUGGESTIONS  Every employee in the organization has to know the benefits of Human Resource Information System (HRIS) & its uses.  Motivation has to be given to staff & also dedicated staff must be employed to update the HR information to arrive any decision making in taking important policy decision by the management  It is the duty of the organization to make them educate in the techniques they use in HRIS.  The organization should Increase Knowledge of workers & associated information & Employee empowerments in order to achieve stated goals.  Most of employees can‟t say about that organization‟s HRIS / SAP “Security & Clarity”, so provide security & clarity of HRIS data.  The organization should provide User friendly & Flexibility of data they used in HRIS in NTPC.  Some more improvements should be made in the organization in regard of HRIS.

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QUESTIONNAIRE
Respected Sir/Madam, This is Harshad Parmar pursuing MBA ( HRM) in VAAGDEVI INSTITUTE OF MANAGEMENT SCIENCES, (Affiliated to KU) doing my project work on “HUMANA RESOURCE INFORMATION SYSTEM” In NTPC LTD, Ramagundam Karimnagar Dist. I would be greatful if you would kindly spare some time to answer the questionnaire. This information will be used purely for academic purpose and would be kept confidential. NAME : DESIGNATION : DEPARTMENT : EXPERIENCE :

1. Do you use Human Resource Information System (HRIS) in your Organization?

A) Yes

B) No

C) Can‟t Say

2. Do the HRIS in the organization have advanced computerized features?

A) Yes

B) No

3. What type of tool you use as HRIS?

A) MS-Office
HRIS?

B) ERP (SAP)

C) Both

4. Does Enterprise Resource Planning (ERP) system help to achieve goals of

A) Yes

B) No B) Middle Management Level
D) All Leval

5. At what level do you use HRIS?

A) High Management Level C) Working Level A) Software vendor
mention below?

6. Who configured the software OF HRIS / SAP for your organization?

B) IT Department

C) Others

7. What made you to go for software implementation in your HRIS “please

A) Data accuracy

B) Ease of updating records C) Data security

D) Ease of access to data and reports
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8. When did you start using the software of HRIS / SAP in your Organization?

A) < 1 yr C) < 3 and > 2 yrs

B) <2 and > 1 yr
D) More than 3 yrs

9. Are you able to use the software entirely? If no, then which modules and sub – modules are highly operative by you?

A) Yes
job more professionally?

B) No

10. How important are / could be HRIS / SAP in helping you to perform your

A) Project based work environment
empowerment

B)

Employee

C) Large amount of data and information is proceed
D) Increase knowledge of workers and associated information 11. Do you get a technical support from IT Department for use of this HRIS / SAP application?

A) Yes
HRIS / SAP application?

B) No

12. Is there a system or process for sending comments for improving this

A) Yes
based on the feedback received?

B) No

13. Are updates (or) changes made regularly to this HRIS / SAP Application

A) Yes

B) No

14. What features are available for data security? Check all options that apply.

A) Secure user login

B) Unknown

C) Frequent data backups D) any other
15. Did you receive training on your HRIS / SAP and / or policies?

A) Yes A) Classroom training C) Online training
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B) No B) On the job training
D) Any Other

16. If yes, then which type of assistance / training was provided?

17. Is there a manual or handbook on your HRIS / SAP and / or policies?

A) Yes
in your department?

B) No

18. Is there a routine review of HRIS / SAP and / or policies for all employees

A) Yes
Department?

B) No

19. Does your organization‟s HRIS / SAP is integrated with other

A) Yes

B) No

20. In your opinion, what are the primary advantages or strengths of your organization‟s HRIS / SAP? Give all options that apply.

A) Data accuracy C) Speed of report generating E) Data security
Resource implementation?

B) Ease of updating records
D) Ease of access to data and reports F) All

21. Is HRIS / SAP is useful to link Strategic Organizational Vision and Human

A) Yes

B) No

C) Can‟t Say

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BIBLIOGRAPHY Essential of Human Resource Management & Industrial Relations (3rd Edition) Himalaya Publication. P. SUBBA RAO

-

Human Resource Management (2 Edition) Himalaya Publication
nd

L.M.PRASAD

-

Management Information System JAISWAL Oxford University Press MITAL

MAHADEO

MONIKA

-

NTPC Journals Websites:www.humanresource.about.com www.citehr.com http://www.ntpc.co.in

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