PROMOTING HUMAN RESOURCES IN THE PUBLIC SECTOR:

CRITICAL ROLE OF HUMAN CAPITAL IN THE PERFORMANCE OF PUBLIC SERVICES IN AFRICA

Regional Workshop Organized by CAFRAD

21-25 June 2010 -Tangier –Morocco

ICT & HRM : RAISING PERFORMANCE & LOWERING COSTSAmbassador (Dr) Mohammad Ahmad Wali

June 2010

AFRICA’S CONCERNS ABOUT HUMAN RESOURCES MANAGEMENT

Low productivity Inefficiency Low motivation Limited opportunity Inadequate remuneration system (grossly

in most of public sector setting) Inadequate or misplaced training and

development Outdated management systems, and Lack of professionalism, among others.

HUMAN RESOURCES MANAGEMENT

It is about: Managing employees in public or private entities

to achieve organizational goals

Utilization of human resources to accomplish the organization’s objectives as effectively and efficiently possible

Process of engaging people into an organization, their advancement, performance and disengagement from the organization.

HUMAN RESOURCES MANAGEMENT

Objectives

Effective utilization of human resources for achieving organizational goals

Planned structuring of the organization to promote and preserve harmonious relationship among the organizational members

Creating condition for human commitment and motivation to work and loyalty to the organization

Providing for right kind of opportunities for individual growth and advancement

Securing a healthy integration of organizational and individual group goals

Planned development of human assets through training, counseling and even selective entry and exit policy, on the basis of scientific monitoring of performance

Strategic planning

WHAT IS ICT? ICT stands for Information & Communications

Technology. The phrase is used to describe a range of technologies for gathering, storing, retrieving, processing, analyzing, and transmitting information

Key Components Input Devices

Keyboards, Scanners, Cameras . . . Output Devices

Monitors, Printers, Speakers . . . Software

Operating Systems, Accounting Packages . . . Terminals

Desktops, Laptops, POS, Mobile Handsets, PDAs . . . Network

Fiber Optic Cables, Routers, VSAT, Telephone Lines, Wireless . . .

ICT AND HRM : THE RELATIONSHIP

The relationship between ICT and HRM is similar to Government & Civil Servants. Governments Outlines Policies and Civil Servants

Execute those policies.

ICT acts as a tool for HRM Managers to implement and enforce Policies

USING INFORMATION TECHNOLOGY TO ENHANCE HRM Automating existing work practices Exploring new ways of structuring work

processes Paperless Office Time Attendance Monitoring & Enforcement Friendly work environment Eliminating errors in salary payments (Payrolls) Better Inventory Management Data Banks Eliminating the boundaries separating the

various parts of the organization located in different centers

USING INFORMATION TECHNOLOGY TO ENHANCE HRM :Automating

Automating existing work practices Few staff accomplishing more workOptimum utilization of staffTimely and efficient delivery of products and services

Doing more in short timeReducing administrative costsCost savings from fewer staff hours and reduced human or machine error

Better resource planning through detailed, accurate, and timely personnel and financial information.

USING INFORMATION TECHNOLOGY TO ENHANCE HRM :Exploring New Work Structures

Exploring new ways of structuring work processesMaking work less tediousReducing workloadStandardization of HR processVirtual organizations

Teleworking -TelecommutingOffice decongestionWorking at ones paceSaving costOpportunity for more to work

USING INFORMATION TECHNOLOGY TO ENHANCE HRM :Paperless Office A paperless environment through a Document Management System will

not only speed up storage and retrieval of documents, but also save costs of stationeries and space required for storing old archived documents.

Below are some of the additional benefits of a paperless environment: Reduction of paper handling and error-prone manual processes Reduction of paper storage Reduction of lost documents Faster access to information Online access to information that was formerly available only on paper,

microfilm, or microfiche Improved control over documents and document-oriented processes Streamlining of time-consuming business processes Security over document access and modification Provide reliable and accurate audit trail Improved tracking and monitoring, with the ability to identify bottlenecks

and modify the system to improve efficiency Disaster Recovery – provides an easy way to back-up documents for

offsite storage and disaster recovery providing failsafe archives and an effective disaster recovery strategy. Paper is a bulky and expensive way to back-up records and is vulnerable to fire, flood, vandalism, theft and other ‘Acts of God’

USING INFORMATION TECHNOLOGY TO ENHANCE HRM :Time Attendance A time and attendance system can reduce errors

in enforcement of an organization’s attendance policies. Accurate pay and award interpretation Reduce payroll errors Reduced Administration Reduce Absenteeism Reduce payroll costs through reduced overtime Increase productivity Key labour cost, activity and productivity

information Forward visibility of costs Increased staff empowerment and motivation

USING INFORMATION TECHNOLOGY TO ENHANCE HRM :Inventory An automated inventory system can help

reduce internal theft and keep track of assets used by employees.

USING INFORMATION TECHNOLOGY TO ENHANCE HRM :DataBank A data bank is a repository of information on one or

more subjects that is organized in a way that facilitates local or remote information retrieval. This can be used for storing staff profiles and generating reports.

Recruitment Submission of Online applications Online application

Salaries/Benefit Payroll system

Payment vouchers  

Promotion, Training, discipline Performance appraisal Human Resources Management

Software

Record Keeping Document Management System

Registry Databank

 Personnel policy Public service rules/financial instruction Web-based information

Communication Filing & dispatching files Network, intranet, web based

State pension Private contributory pension

Motivation Employee assistance/Health insurance

Internal sourcing Outsourcing

Organizations Virtual organizations

USING INFORMATION TECHNOLOGY TO ENHANCE HRM :Transformation

THE SITUATION IN AFRICA

Public SectorPoor Availability, vandalism and

sabotagePrivate Sector

Banks, Airlines, ATM machines even have Battery Powered Inverters to ensure constant electricity

THE CHALLENGE: TRAINING Learning to use the tool Changing Work Flows

• Skills in the use of application tools: Word processing -- spread sheets Basic operation of computers (for example, managing

computer files and launching programs)• Skills in the use of custom application tools

Payroll system – HRM Document Management System Intranet Repositories

• Skills in the use of basic Internet/intranet services Internet browsing Web browsers and electronic mail systems. Instant Messaging Video Conferencing

THE CHALLENGE: INFRASTRUCTURE

Enabling environment for the toolComputingTelecommunicationsBroadcastingPublishingElectrical Power DistributionTransportation and Financial Infrastructure And Related Areas

OVERCOMING THE CHALLENGES The irony: Most of the obstacles to taking advantage of ICT in HRM can be

tackled through newer more sophisticated and cheaper technology. Policies to support a brand new efficient and highly effective digital work

flow. Training of Staff and executives to streamline their job functions on the new

digital workflow. File Tracking to keep tabs on the movement of files through Document

Management Systems. Authorization Levels/ Approval System. Security for the system to secure against internal and external sabotage. Availability of the system 24/7 through redundancy and backups to make

sure there are no bottle necks during work hours. Connectivity of the system to ensure all staff, executives and other stake

holders are connected through a robust network and appropriate terminals Usability of system by all stake holders through intuitive and simplified

devices like touch screens, barcode scanners, biometric scanners, paper scanners, printers, e.t.c.

Infrastructure to support the whole system flawlessly through world class Data Centers, armored cabling to combat RAT attacks, Fiber optic network to provide ample bandwidth for high volume data traffic; and intuitive terminals for an extremely easy and effective user experience.

MEETING THE CHALLENGES

Tangier Declaration 1994: Investment in human resources constituted an essential basis for the development of Nations and a principal factor for achieving progress and welfare.

Creating conditions for sustainable development: Public and private sector bodies must be backed by a responsible, effective, efficient and responsive human resource management system.

THE FUTURE OF HRM WITH ICT

Virtual Organizations Teleworking

Centralized Systems Data Centers

Security Biometric Scanners

Instant Feed Backs

TELECOMMUTING : STATISTICS Number of Telecommuters in US In 2005, 44 percent of U.S. companies offered at least some

telecommuting options. (Mercer HR Consulting) The US Telecommuting forecast shows an additional 29

million telecommuters will enter the remote workforce between 2009 and 2016, totaling to 43% of US workers.

The number of U.S. employees who worked remotely at least one day per month increased 39 percent the past two years, from approximately 12.4 million in 2006 to 17.2 million in 2008 (World at Work)

More than 22.2 million Americans Teleworked in 2005. (The National Institute for Occupational Safety and Health)

Nationally, 94,643 federal workers teleworked during 2007. (Central Intelligence Agency)

The sum of all Teleworkers – employees, contractors and business owners – has risen 17 percent from 28.7 million in 2006 to 33.7 million in 2008. (World at Work)

TELECOMMUTING : STATISTICS From 2003 to 2008, the total number of Teleworkers rose 43

percent to 33.7 million Americans. (World at Work) In 2006, there were an estimated 45 million Teleworkers in the

U.S. (World at Work, 2007) Sun Microsystems expanded its Telework policies after the 2001

terrorist attacks. Presently 56% of 34,494 employees work without an assigned office, either at home or a satellite office. Nearly 3,200 employees work from home at least four days a week. (Tech News World, 05/07)

22.2 million Americans worked from home or another out-of-office location at least one day per week in 2005. (Forbes.com 7-27-06)

In 2003, there were 4.4 million Teleworkers working at home with broadband. By 2004, the number soared to 8.1 million, an 84% increase. 2004 American Interactive Consumer Survey conducted by The Dieringer Research Group.

It is estimated that 100 million US workers will Telecommute by 2010. (Kiplinger, 12/00)

TELECOMMUTING : STATISTICS

Teleworkers save an average 53 minutes of commuting each day they don't drive to work.     ITAC, 1999

Employers can save 63% of absenteeism costs per teleworker per year.   ITAC, 1999

Teleworkers typically work 1-2 days per week (5.5days/month) from home.     ITAC 1999

The potential US employer annual savings through telework from reduced absenteeism,  recruiting costs, and from increased productivity could be as high as $441 billion.     ITAC, 1999

67% of teleworkers are married or from couple households.     ITAC, 1999

Teleworkers work: 38% of time at their computer, 17% on the phone, 24% on reading,   research & analysis, and 9% in face-to-face meetings.       ITAC, 1999     

40% of teleworkers can schedule multiple personal tasks and errands on the same     day that they work from home.     ITAC, 1999

26% of teleworkers work before or after hours so they can meet personal tasks and errands.       ITAC, 1999

REFERENCES Bhattacharya, Mohit 2002. Public

Adminstration. World Press:Kolkata Dery, Kristine Frances 2003. How Do

Organizations Align Human Resources Management with Information Technology? An Exploration Study of Four Australian Firms. Department of Management, University of Melbourne

The State of the Internet March 2010 Pasted from <

http://www.accessmylibrary.com/article-1G1-131363910/integrating-information-technology-into.html>