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    Personnel records

    PREMAKUMARI.C 15/02/12

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    INTRODUCTION

    Personnel records and reports enable managers to

    obtain the requisite information concerning the use

    of human resources in various departments and

    divisions.

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    Meaning and Types

    A record is a piece of writing or a chart which provides

    ready information and which preserves evidence for

    future reference or use.

    Types

    Conventional and

    Modern

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    Personnel records

    Refer to the informational documents and files

    relating to the human resources of an organisation,

    which are utilised by the organisation for carryingout its operations.

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    Significance of Records

    Supply information required by the management fordeveloping and modifying personnel policies.

    Identify training needs and design training

    programmes.

    Know the validity of employment tests and interviews.

    Take personnel decisions such as transfers, promotion,

    layoff, suspension, dismissal etc.

    Compensate employees for their services to theorganisation.

    Maintain upto date data on leaves, training,

    promotion, layoffs, retirements, dismissal etc.

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    TYPES OF PERSONNEL RECORDS

    Job application and test scores

    Job descriptions and job specifications

    Interview results

    Employment history

    Medical reportsAttendance records

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    TYPES OF PERSONNEL RECORDS

    Payroll

    Employee ratings

    Training records

    Leave records

    Accident and sickness recordsGrievanvces, dispute records

    Contracts of employment

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    Utility of personnel records

    In the process of personnel audit.

    Payroll, total and unit labour cost,

    interview reports, test scores,

    stikes, turnover reports etc.

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    Essentials of a good record

    Objectives should be clearly andadequately statedconsistent with the

    requireents

    Upkeep and maintenance should not be

    costly

    Periodically reviewed

    Easily accessible

    Easily identified and diffrentiated fromother records

    Duplication of entries should be

    avoided

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    Information included.

    1. Preliminary summary & service2. Employment

    3. Job analysis, recruitment and selection

    4. Training

    5. Promotion, transfer, apprasisals

    6. Labour relations

    7. Medical, health and safety

    8. Other employee services9. Wage and salary administration

    10. Personnel research

    11. Staff administration

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    Generating and organisingdata in an useful way is

    called data processing.

    Data means fact,

    observation, assumptions

    or occurrence.

    Data are representations

    of facts pertaining to

    people, things, ideas and

    events.

    DATA PROCESSING

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    Data processing is the act of handling or

    manipulating data in some fashion.

    Processing tries to assign meaning to data.

    The ultimate goal is to transform data into

    information.

    Data processing is the process through which

    facts and figures are collected, assigned meaning,

    communicated to others and retained for future

    use.

    Definition

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    Information

    Defined as data that has been transformedinto useful and meaningful form for specific

    purposes.

    Data is not useful unless subjected to aprocess through which it is manipulated and

    organised, its contents analysed and

    evaluated.Only then data becomes information.

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    Data processing activities

    Collection Conversion Manipulation

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    Storage Communic

    ation

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    Data processing cycle

    The cycle consistsof 4 functionalcategories:

    Data input

    Data

    processingData outputand

    Data storage

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    Data item

    A smallest unit of information stored in acomputer file.

    A single element used to represent a fact such as

    an employees name, item price etc.

    Field

    Data items are physically arranged as fields

    in a computer file.Record

    File

    Database

    Data organisation

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    Refers management refers tothe management control of

    records.

    Includes all activities right from

    the creation of records up to theultimate disposal of records.

    Therefore, it is concerned with

    the creation, distribution,

    maintenance, retention,

    preservation, utilisation and

    disposal of records.

    Records management

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    Definition

    Ricks & Gow Records management is the

    systematic control of records from creating to final

    disposition.

    Zare.K.Quible The activities designed to controlthe life cycle of a record from its creation to its

    ultimate disposition.

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    LIFE

    CYCLEOFA

    RECORD

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    Objectives

    Keep an orderly account to progress

    Facilitate preparation of statements regarding the

    current business position

    Facilitate comparisonDetect inefficiency and wastage of resources

    Legal formalities

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    Establish the genuineness of facts in dispute to

    ensure availability of information speedily and inform.

    Improve productivity Provide information and

    records at the lowest possible cost.

    Render maximum service to the user of the records.

    Dispose of records no longer needed.

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    Features of records management

    Creation and maintenance of records

    Information should be treated as a resource

    Records are the memory of an organisation.

    Manage records through their life cycle

    Control

    The program should be continuous

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    PRINCIPLES OF RECORDS MANAGEMENT

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    Essentials of a good record system

    Simplicity

    Accuracy

    Economy

    Usefulness

    ili f f d k i

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    Filing as a form of record keeping

    It is the basis of record keeping.It entails the process of arranging and storing records

    so that they can be located when required.

    Mills & Standingford:

    The process of so arranging and storing original

    records or copies of them, that they can be readily

    located when required

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    ELEMENTS OF FILING

    Logical classificationSystematic arrangement

    Keeping the records in

    suitable containersIdentification and location

    as and when required

    Withdrawal and delivery

    Obj i

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    Objectives

    Arrange recordsproperly

    Store records safely

    Make records readily

    available

    Save time, efforts,

    money and space

    requiredImprove efficiency of

    office operations

    ili h d

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    Filing methods

    Horizontalfiling

    V i l fili

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    Vertical filing

    O i i f fili

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    Organisation of filing

    Centralised filing

    All records of differentdepartments in the

    organisation are filed at a

    central location.

    Decentralised

    The records of each

    department are housed withinthat department until it is

    finally disposed.

    Cl ifi i f fil

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    Classification of files

    Main objective is to make them conveniently available.

    Alphabetical

    NumericalGeographical

    Chronological

    Subjective

    St i l d i fili

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    Steps involved in filing

    Instructions for filing

    Classification

    Indexing and coding

    Cross- referencing

    Charging out

    Follow up

    Disposal of dead files

    Micro filing

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    OFFICE COMMUNICATION SERVICES

    M i d

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    Meaning and process

    Good managers are good communicators and poor

    managers are poor communicators

    N d f b i i ti

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    Need for business communication

    Keep employees informed

    Provide employees with orders and instructions

    Solicit information from employees

    Express managements interest in its personnelReduce or prevent labour turnover

    Instill each employee with personal pride in being a

    member of the company.

    IMPORTANCE

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    IMPORTANCE

    ODonnell,the achievement of enterprise goals is of paramount

    importance and communication is one of the

    important tool available to the manager in seeking to

    attain them

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    Basis of decision making and planning

    Coordination

    Managerial efficiency

    Effective leadership

    Motivation and morale

    Increases managerial capacity

    Job satisfaction

    Democratic managementProductivity and & cost

    Public relations

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    Organisational structure

    FormalInformal or grapevine

    Consensus

    Flow or direction

    Downward

    Upward

    Horizontal or lateral or sideward

    Diagonal

    Media or methods used

    Written

    Oral

    Gestural

    Channels of communication

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    Transmission of information along the grapevine

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    Transmission of information along the grapevine

    DOWNWARD COMMUNICATION

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    DOWNWARD COMMUNICATION

    UPWARD COMMUNICATION

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    UPWARD COMMUNICATION

    HORIZONTAL LATERAL & SIDEWARD

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    HORIZONTAL, LATERAL & SIDEWARD

    Transmission is between people in the same level of

    organization

    DIAGONAL COMMUNICATION

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    DIAGONAL COMMUNICATION

    INTERNAL COMMUNICATION

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    INTERNAL COMMUNICATION

    Oral Communication

    Face to face

    Mechanical devices

    Written

    Messenger serviceOffice mail services

    Mechanical devices

    Mechanical communicationStaff location systems

    EXTERNAL COMMUNICATION

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    EXTERNAL COMMUNICATION

    Personal Visit

    Telephone

    Postal Services

    Electronic Mails

    MANAGEMENT REPORTING

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    MANAGEMENT REPORTING

    A Report is defined as a document in which a given

    problem is examined for the purpose of conveyinginformation, reporting, findings, putting forward ideas,

    and sometimes making recommendations as the basis

    of action.

    Johnson,

    A good business report is a communication that contains

    factual information, organised and presented in clear,

    correct and coherent language.

    Purposes of reports

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    Purposes of reports

    Means of communicating information

    Managerial functions- planning, organising, staffing,

    directing and controlling

    MR helps in obtaining information needed for

    performance appraisal

    Aims at analyzing the impact of business dynamics

    Helps to make comparisons

    Types of reports

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    Types of reports

    Routine reports

    Special reports

    Statutory reports

    Technical reports

    A report can be eitherFormal

    Informal

    Short term Progress

    Staff

    Justification

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    REPORT WRITING

    Principles of report writing

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    Principles of report writing

    Principle of purpose

    Principle of organization

    Principle of brevity

    Principle of clarity

    Principle of scheduling

    Principle of cost

    Principle of follow up

    Essential elements of good report

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    Essential elements of good report

    Accuracy

    Appearance

    Simplicity

    Clarity and analysis

    Brevity

    Title and terms of reference

    Proper addressing

    IntelligibilityCurrent application

    Signature and date

    Steps in Report writing

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    Steps in Report writing

    Ascertaining the purpose

    of report

    Collection of necessary

    facts and figures

    Analysing factsDiscussions

    Preparing the report

    Title Introduction

    List of contents

    Main body

    Summary &

    recommendations

    Appendix

    General

    considerations

    Presenting the report

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