Rajat

A STUDY ON HRIS

ACKNOWLEDGEMENTS

“ As motives from them have made me to look bright. Even in the world of darkness.”

Any achievement big or small should have catalyst and a constant encouragement and advice of valuable and noble minds.

The satisfaction that accompanies the successful culmination of any task would be incomplete without mentioning those who made it possible because success is the epitome of hard work, determination, consultation and dedication. This list of thanks is heart felt and only begins to acknowledge those people to whom, one way or the other this owes its existence.

Its my privilege to place on record my sincere feeling of gratitude to my project guide, Mr Mahantesh Jakaty, faculty, MBA Programme, BIET for his guidance, encouragement and suggestions to carry out this project report.

I take this opportunity to express my sincere thanks to Mr R P Narasinga Rao, professor and coordinator MBA Programme, BIET for his whole hearted support during this work.

I would like to place a record of my profound gratitude to Mr. K. S.Jagannattha vice president (HRD) who have permitted me to work in their organization.

I wish to express my heartfelt thanks to Mr. Sudharshan.Rao, AGM, HRD, for providing me all the necessary information which I was in need of, he gave me a lot of his precious time and co-operation during my project work.

I wish to thank Mr.Shashikant Patange, Dy. Manager (HRD) who was very helpful to me through out this project work..

Last but not he least I wish to thank all those who have contributed to this

project work

RAJAT S KATTIMANI

Grasim Industries Harihar MBA Programme Davanagere 1

A STUDY ON HRIS

TABLE OF CONTENTS

SL No Contents PAGE No

1

2

3

4

5

6

7

Chapter 1

Executive Profile

Chapter 2 Introduction Industry Profile Company Profile

Chapter 3 Design of the Study Selection of topic Objectives of Study Limitations of Study

Chapter 4 Methodology of data Collection Tools used for data collection Objectives of Implementing HRIS

Chapter 5 Introduction on HRIS Assessing Needs Getting started HRIS functions

Chapter 6 Summary of Findings

Chapter 7 Suggestions

03

06

55

59

61

71

73


A STUDY ON HRIS


A STUDY ON HRIS

EXECUTIVE SUMMARY

It was a great opportunity for me to have carried on the summer in-plant training

at HPF Division – Grasim Industries (A unit of Aditya Birla Group) for the partial

fulfillment of MBA course.

The project was done on developing and implementation of “Human Resource

Information System”. The in-plant training was basically intended to have an exposure of

the working environment of the organization and organization culture.

The endeavor of the project was mainly taken over for 10 weeks, where I covered

the area starting from the industry profile till implementation and suggestion &

conclusion about my topic.

First two weeks the study was focused on the industry and the company profiles

that then moved towards the different departments of the company.

After the above learning’s, I focused my study on the topic I chose, “HRIS”.

Finally, suggestions and conclusion were made after careful observation of HR

department, P & IR department.

Globalization has led this world to enter the field of information technology.

Therefore every company is moving towards perfection and efficiency due to cut-throat

competition between numbers of companies. In this era of rat race between companies to

prove their worth, each and every company are cultivating information technology as

their tool to beat the best.

HRIS in nutshell is a cutting edge in processing data and taking decisions, which

of-course is a critical parameter in the companies’ performance.


A STUDY ON HRIS

The CEL report consists of 7 chapters:

Chapter one: Executive summary

Chapter Two: it consists of the introduction to the industry, company and Company

profile.

Chapter Three: design of the study, statement of problem, scope of study, research design

and limitations of the study\

Chapter Four: Methodology of data collection, sampling design and tools of data

collection.

Chapter Five: analysis of HRIS requirements in HPF Division, which covers the meaning

of HRIS, basic components of HRIS, objectives of HRIS and the use of HRIS in HR and

P & IR departments.

Chapter Six: summary of findings, which contains a brief note about the requirements

listed by the users and the observations made.

Chapter Seven: suggestions and conclusions based on the findings

The report ends with annexure and bibliography. It includes CEL weekly reports,

financial highlights of the company and products of Aditya Birla Group


A STUDY ON HRIS


A STUDY ON HRIS

INTRODUCTION

This is the “Age of Systems”, so it’s become a necessity for all the organizations

to equip themselves with the systems approach. The managers now not only need to

furnish themselves with traditional functions but also the ability to participate in design

and utilization of computer based information systems.

In the quest of bettering the best, the HRIS has been developed as a tool for the

process integration. It is user-friendly application of information technology that would

cut the present paper work by 50% and work time by 75% and improves effectiveness in

decision-making by 80%

An information system is an organized set of components for collecting

transmitting, storing and processing data in order to deliver information. All managers

and professionals, as well as most other workers in a corporation, are end users of

information systems, since they use information delivered by these systems in doing their

jobs. This is why information systems literacy is indispensable.

The mission of information system is to “ improve the performance of people in

organization through the use of information technology”

Organizational information systems include that support business operations as

well as systems that support management. Organizational information systems are

implemented to achieve business results. These outcomes may include enhanced

competitive positions, higher productivity, improved customer satisfaction, better

decision making, faster response in the marketplace, better communication and enhanced

employee goodwill.

The principal capabilities of information systems are fast an accurate data

processing with large storage capacity and rapid communication between sites.

Several changes have been taking place in the usage of systems. Now computer

based information systems are being used not only in manufacturing sector, also in HR

management.


A STUDY ON HRIS

INDUSTRY PROFILE

Cellulose is not only the most abundant organic substance available in nature, but

also it is probably the most versatile, yet the simplest replaceable, organic raw material

known to man. Its conversion to paper products and fiber is the everyday function of the

pulp, paper and textile industries, and the resulting thousands of different kinds of useful

items are proof that pulp has become indispensable to modern civilization. There is also a

constant search for new uses and chemical modifications of paper and textile.

Pulp manufacture gradually developed into an industry of its own, and served

industries like the paper and the textile. For example the manufacture of pulp for rayon

manufacture has assumed major importance and become a distinctly specialized division

of pulp manufacture. The control and utilization of the industries by products have

received widespread attention.

VARIOUS TYPES OF PULPS

Special alpha and dissolving grade pulp.

Bleached sulfite pulp.

Unbleached sulfite pulp

Semi bleached sulfate

Unbleached sulfate.

Soda pulp

Ground wood (bleached and unbleached) pulp

Semi chemical pulp

De fibrated pulp

From pulp, man-made fiber is manufactured in textile industry. Although the

word fiber originally referred only to naturally occurring materials (cotton, wool, etc), it

is now used extensively for the man- made products. This latter usage includes both the

semi synthetics and the true synthetics, or polyfibers. Semi synthetics result from two

methods of forming long chain molecules: addition polymerization and condensation


A STUDY ON HRIS

polymerization. The polymerization. The polymer is then taken from its melt, or solution,

and processed into fiber form. Cellulose acetate really lies between these two classes

since here a natural polymer (celluse) is converted into one of its derivatives (cellulose

acetate), which is dissolved and spun into fiber form.

The material made mainly of natural or synthetic fibers called textile. But the

modem textile products may be prepared from a number of combinations of fiber yarns,

film sheets and leather. They are found in apparel, commercial furnishings. The fabric

may be defined as thin flexible material made of any combination of cloth, fiber and

polymer film sheet. The cloth is a thin flexible material made from yarns. Yarn is a

continuous stand of fibers. Fiber is a rod like object having length greater than 100 times

the diameter

THE PULP IS USED AS A RAW MATERIAL FOR BOTH TEXTILE AND

PAPER INDUSTRY.

BIRTH OF TEXTILE INDUSTRY IN INDIA

The rich tradition of Indian textile date back to 4000 years B.C. travelers in 13 th

century wrote about the excellence of the Indian fabric. Muslin, the jewel of Indian

fabric, is still much priced cloth for the civilized world. The post world war second

witnessed the launching pf large scale programs by the less developed countries for the

development and expansion of the textile industries along with the older textile producing

countries, putting into operation plans for the modernization and recognition of textile

industry finds itself today up to.

Today textile industry has about hundred’s of years of rich tradition behind it but

equally it need not also be sick and decayed as the textile industry finds itself today up to.


A STUDY ON HRIS

TEXTILE INDUSTRY IN INDIA

The textile industry, which launched the industrial revolution, is now over 200

years old. India is one the largest textile producing countries in the world. In terms of

installed capacities, producing countries in the world. In terms of installed capacities,

production of the cloth and yarn and employment potent ional, the textile industry has

few equals. We have the decentralized sector comprising the handlooms and the power

looms. The organized cotton mill sector consisting of both private mills and government

owned national corporation group of mills and other sector like the woolen, the art silk

and synthetics, the jute and pure silk.

Production of the mill sector reached a maximum of about 4800 million meters in

1956. Since then there has been a gradual reduction. There was stagnation in progress

throughout 70%. This because the average counts for the country as whole has been

increasing gradually in response to public taste. People prefer finer fabric and these take

longer time to produce. It is also interesting to note the steady increase in the blended

fabrics as well as 100% non-cotton fabrics during this period. This accounted for 25 % of

the total production.

India has had such a rich tradition in textiles; we can study the evolution of textile

industry under two heads:

1. Natural fibers.

2. Man made fibers.


A STUDY ON HRIS

NATURAL FIBERS:

The origin of the cotton textile industry, the largest single industry in the country

dates at 1818 when the first cotton mill was established at Fort Gloster near Calcutta. The

grant of protection by the Government and Swadeshi movement enabled the industry to

make rapid strides. By September 1976 as many as 105 mills were taken over by the

National Textile Corporation.

MAN MADE FIBERS:

Man made textiles made their appearance on the Indian scene about 4 decades

ago. It was only in 1950 that first Rayon manufacturing unit-commenced production in

India. Subsequently Acetate filament yarn and Staple fiber and Model fiber were added to

the Cellulose production. How ever, cellulose fiber had entered the world scene around

the turn of the centaury and made their debut in India later. Synthetics on the other hand

made their first world appearance in 1940 and in India in 1962, when the first Nylon

plant was commissioned. The first polyester staple fiber plant went on stream in 1965 and

subsequently plays propylene staplene staple and acrylic staple came on scene. The man

made fiber industry has gathered momentum over the years. These fibers became popular

because of the following characteristics:

1. They have a ware life of 3 to 4 times than/that of cotton cloth.

2. Wash and wear qualities of polyester and blended fibrous reduce the maintenance,

cost in terms of washing and ironing of cloths is reduced.

3. Prestige values are attached to blended fabrics.

PAPER INDUSTRY

The Indian paper industry with an annual production of about 5 million tonnes is

one of the largest in the world. The industry employs more than 3, 00,000 individuals

directly and about 10, 00,000 indirectly. It contributes Rs. 2500 crores annually to the

National exchequer.


A STUDY ON HRIS

INDIAN PAPER INDUSTRY

The presence of around 540 paper mills in India makes the industry highly

fragmented. The industry produced about 5 million tonnes in 2999-01. The average

installed capacity of the Paper Mils in India is around 11,500 TPA.

Classification of paper mills on the basis of installed capacity

INSTALLED CAPACITY CATEGORY

More than 33000tpa Large

5000-33000tpa Medium

Less than 5000tpa Small

The industry is also classified on the basis of raw material used. Wood/forest

based (conventional) and Agro or Waste paper based (unconventional). Most of the latter

are dependent on the import of waste paper and pulp.

Percentage wise distribution of paper mills on the basis of raw materials:

* Wood-based 42%

* Agro-based 36%

* Waste-paper 22%


A STUDY ON HRIS

INDIAN DEMAND DRIVERS

1. The demand for paper has a directly proportionate relationship with a growth in

GDP. Acc to UN studies, the demand for paper increases by around 1.5 to 2.5

percent for every one-percent increase in the national per capita income.

2. The demand for paper is also influenced by an increase in population, an increase

in the literacy rate, service sector growth, advance in printing technology and the

development of the packaging industry.

INDIA produced nearly 50 lakh tonnes of paper in 2001-02. The country will need an

estimated of additional 30 lakh tonnes by 2010.

INDIAN SUPPLY

Year 2000/01 2001/02 2002/03

Capacity 6583 6697 6797

Production/supply 4806 5121 5355


A STUDY ON HRIS

COMPANY PROFILE

Textile industries have got their own importance in the world history. In the late 40 s

most of the textile industries were of agro build. Their major raw material was pure

cotton. But these industries failed in meeting the requirements of people all over the

world. The overcome the drawbacks of cotton industries most of the man made silk

industries came into existence in the mid 40s.

Out of all man made silk industries, Grasim industries LTD, is one of the world

recognizable industries, which has got good name producing the pulp and fiber to meet

the high and changing requirements of the customers. This industry became a tough

competitor to the cotton industries. Because this is a major substitute for cotton in the

market. Though it is a private sector industry, it got worldwide recognition. Its main raw

material is eucalyptus and casuarinas.

Grasim industry ltd. has got majority of market share. It has the capacity of

meeting 86% of the world demand. But the globalize marketing conditions are affecting

the market share of the Grasim industries ltd. Though it is trying to maintain same

position in the world market by introducing new technologies.

As we know it is a private industry, so it is enjoying most of the privileges given

by the government. In the globalized industrial scenario, Government is encouraging the

private sector industries to compete in the world market. Because of their effective

management system, they can struggle and survive in the world market


A STUDY ON HRIS

ADITYA BIRLA GROUP

The story of the Aditya Birla Group is closely intertwined with the history of

Indian Industry itself.

From leading in cotton, silver, sugar and jute in the min 19 th century, the group

has forged ahead into the key industrial sector, such as aluminum, chemical, fertilizers,

machinery, staple fiber, textile, sponge iron, cement, financial services and software.

The freedom struggle with which the Birla were closely associated, had inspired

the Group to take up the challenge of nation building and by 1950, there were 130 Birla’s

companies, providing a vital push to India’s industrialization process.

The group has now grown into India’s second largest industrial house, employing

65,000 people worldwide. It registered a turnover for 1995-96 exceeding Rs.9500 crores.

Grasim is in the forefront in developing new generation specialty high

performance fibers.

It has developed a solvent spinning process for producing cellulose fiber.

They are working to produce cellulose thermoplastic polymer, which has been

connected into fiber/filament by melt spinning technology.

It has developed new processes to produce from bamboo, eucalyptus and mixed

hard wood.

Grasim is the leading supplier of technology and machinery related to the

production of man-made fiber.

The BIRLA GROUP incorporated Grasim Industries LTD in 1947. It is one of he largest

rayon grade pulps manufacturing units in India and it is only the one, which has an

integration of both pulp and fiber. Since its inception, growth has been a key word at

Grasim. The Company has been striving to foster a simple corporate philosophy that is to

constantly achieve excellence and focused company, which has judiciously and


A STUDY ON HRIS

successfully made investment in core sector industries for meeting the basic

requirements.

It has a workforce of about 2900 people including highly qualified personnel,

skilled and unskilled workers who are completely dedicated to the factory’s working and

its improvement.

After the demise of the great ADITYA BIRLA in 1995, the BIRLA GROUP was

taken over by his own son, Mr. Kumaramangalam Birla. The group has grown into

India’s second largest industrial house employing about 65000 people worldwide. It had

registered a turnover of more than Rs 20,000 crores during 1997-98.

Grasim industries is owned and efficiently managed by ADITYA BIRLA GROUP

that consist of more than 55 professional managed large units enjoying the confidence of

more than 6 lakh share holders and an asset of dedicated personnel.

From over 50 years now, the ADITYA BIRLA GROUP has been and continues to be

committed to the future of India through it’s quality product’s, services and commodities,

offering total customer’s solutions, reaching out millions in India and globally as well.


A STUDY ON HRIS

COMPANY PROFILE ACCORDING TO 7-S MODEL

The 7-S framework was developed by the consultants at the McKinsey Company, a

very well known management consultancy firm in the US, towards the end of 70’s to

diagnose the cause of organization problems and to formulate program for improvement.

MCKINSEY 7-S FRAMEWORK

According to Waterman et.al. organizational change is not simply a matter of

structure, although structure is a significant variable in the management of change. Again

it is not a simple relationship between strategy and structure, although strategy is a

critical aspect. In their view effective organizational change may be understood to be a

complex relationship between strategy, structure, systems, and style, skills and super

ordinate goals.

The complex relationship is a diagrammatically shown in the following figure

Improving organizational effectiveness is relative to a business’s unique

Context

Starts with shared values and strategy

Depends on alignment of the 7-S components


SKILLS STRUCTURE

STAFF

SYSTEMS

SHAREDVALUES

STYLE

STRATEGY

A STUDY ON HRIS

The framework suggests that there is a multiplicity of factors that influence

organization ability to change and its proper mode of change. Because of

interconnectedness of the variables it would be difficult to make significant progress in

the others as well.

SUPER ORDINATE GOALS/SHARED VALUES

In 7-S framework there is one variable termed as “super ordinate goals” which

may be considered to be equivalent of the team “organizational purpose”.

According to McKinsey’s framework, super ordinate goals refer to a set of values and

aspirations that go beyond the conventional formal statement of corporate objectives.

Super ordinate goals are the fundamental ideas around which a business is built.

They are its main values. They are the broad notions of future direction.

The values and aspirations of Grasim Industries are:

“Respect for the Individual,

Integrity, Speed, Simplicity,

Seamless ness, Self-assuredness,

& 100% commitment.”

STRATEGY

The strategy in the 7-S framework includes purposes, missions, objectives, goals

and major action plans and policies of the company.

AIM

The aim of Grasim Industries is to deliver value for customers, shareholders,

investors, employees and society.

MISSION

The missions of Grasim Industries are as follows:

To win Chairman’s Award for manufacturing excellence.

To sustain excellent performance by carrying out team based activities related to

the eight dimensions of WCM with specific emphasis on work environment and

MUDA, autonomous maintenance and visual management.


A STUDY ON HRIS

To purpose the creation of value for customers, shareholders, employees and

society at large.

VISION

“To be a premium conglomerate with the focus at every business level.”

STRUCTURE

The design of an organizational structure is a critical task of the top management

of an organization. It is the skeleton of whole organization. It refers to organizational

arrangement and relationship. It prescribes formal relationships among various positions

and activities. Arrangements about reporting relationships, how an organizational

member is to communicate with other members, what roles he is to perform and what

rules and procedures exist to guide the various activities performed by members are all

part of organizational structure.

According to 7-S framework the other component of organization structure is the

design of “superstructure” involves such issues as division of organizational task and

allocating responsibilities among various positions, relationship between different

departments. The superstructure of an organization is specified.

It is not enough to set up an organizational structure and to establish Executive-

subordinate relationship through the process of delegation. It often becomes necessary to

analyze and study the structure to find out any defects in it and to enable the management

to plan for better organizational structure. Moreover it is also essential that the

organizational structure and working relationships already setup should be clearly

understood. Some of the basic tools or devices usually adopted for this purpose are

organization charts, organization manuals, work distribution charts, etc.

The different executives and their subordinates in the departments and units, the

relationship between their functions and the lines of authority and responsibility among


A STUDY ON HRIS

them. It enables each executive and employee to understand what is his position in the

organization structure? What are his functions? To whom he is responsible for his work

and who is responsible to him?

For Ex: if HPF Division of Grasim Industries, the organization has Human resource

department, personnel and industrial relation department, pulp mill department, pulp

drying department, raw material department, laboratory department, etc., The

superstructure also indicates some of the ways in which the organization’s tasks are

integrated or coordinated.


A STUDY ON HRIS

ORGANIZATION STRUCTURE

ORGANISATIONAL CHART (GRASILINE DIVISION)

Sr. EP->SENIOR EXECUTIVE PRESIDENT

VP (T): VICE PRESIDENT TECHNICAL

VP(C): VICE PRESIDENT OF COMMERCIAL

VP (HRM): VICE PRESIDENT OR HUMAN RESOURCE MANAGEMENT


UNIT HEAD (sr. EP)

GRD v.p (T) COMMERCIAL (v.p.C) HRD (v.p HRM)

PRODUCTION ACCOUNTENTS

TECHNICAL

MECHANICAL

ELECTRICAL

CIVIL

TIME OFFICE

SALES & Mkgt

RAWMATERIAL

SYSTEMS

LEGAL

HRD

P&IR-HPF

P&IR-GRD

SECURITY

A STUDY ON HRIS

GRASIM HARIHAR- ORGANISATION CHART (HARIHAR -POLYFIBER)

Sr. EP->SENIOR EXECUTIVE PRESIDENT

VP (T): VICE PRESIDENT TECHNICAL

VP(C): VICE PRESIDENT OF COMMERCIAL

VP (HRM): VICE PRESIDENT OR HUMAN RESOURCE MANAGEMENT


UNIT HEAD (sr. EP)

HPF v.p (T) COMMERCIAL (v.p.C) HRD (v.p HRM)

PRODUCTION ACCOUNTANTS

TECHNICAL

MECHANICAL

ELECTRICAL

CIVIL

TIME OFFICE

SALES &MKTG

RAW MATERIAL

SYSTEMS

LEGAL

HRD

P&IR-HPF

P&IR-GRD

SECURITY

A STUDY ON HRIS

SYSTEMS

Systems in 7-S framework refer to rules, regulations and procedures, both formal

and informal that complement the organizational structure.

Grasim Industries in ISO 9001 and 17001 certified, so the employees of the

company have to follow the rules, regulations and procedures of the International

organization for standardization (ISO). Also the company is OHMS: OHSAS 18001

certified for managing occupational health and safety. The company also practices SIX

SIGMA & WCM.

STYLE

Style is one of the seven levers that top managers can use to bring about

organizational change. Organizations differ from each other’s in their styles of working.

Reporting relationships will convey the style of the organization.

For Ex: In some organization, the quality control function is embedded in the

manufacturing function but in others it may be a separate function directly under CEO.

In Grasim Industries, the top management follows formal relationship with their

subordinates and democratic leadership style is followed.

STAFF

In the McKinsey 7-S framework the term “staff” has a specific connotation.

According to waterman and his colleagues the term ‘staff’ refers to the way organizations

introduce young recruits into the main stream of their activities and the manner in which

they manage their careers as the new entrants develop into future managers.

For Ex: Grasim Industries has a well established system of recruiting graduates

from well known technical and management institutions and providing them with on the

job training in a number of functional areas before deciding on the final placement in

consultation with the person concerned. Recruitment is done through consultancy

services, campus interviews, or through advertisements. Generally advertisements are

given only for the high posts & that too after consultation with the unit head.


A STUDY ON HRIS

Human Resource has always been a key factor in the group’s success.

Outstanding personalities like G.D. Birla & Aditya Vikram Birla have set new records of

achievements in India’s business arena, supported by a team of dedicated & capable

managers at every level. The group offers not only job, but also an opportunity to fulfill

long-term career plans.

The department’s procedures in the organization describe the quality management

systems as per requirements of ISO 9001:2000, Quality Management System Standards

& Environment Systems as per 14001:1996 adopted in HR departments & has reference

to quality manuals, common procedures, environment manual & environment procedures

of pulp & Grasilene division.

The HR personnel are responsible to carry out the functions of HR department in

context to the procedures laid-out while interfacing with sections & departments of both

divisions.

SKILL

Waterman considers ‘skills’ as one of the most crucial attributes or capabilities of

an organization. The team skills include those characters, which most people uses to

describe a company.

For Ex: IBM is known for its marketing orientation, customer services and market

power. Dupont for its research skills. Like wise Grasim Industries is a Viscose Staple

Fiber and Pulp manufacturing company; it is known for its manufacturing skills.

Grasim Industry is a dynamic multinational company “The Aditya Birla Group”,

consists of more than 55 professionally managed large units. It enjoys the confidence of

more than 6 lakh shareholders and has an asset of dedicated and devoted personnel.

Mr. Kumaramangalam Birla, son of Mr. Aditya Vikram Birla leads Grasim

Industries limited. Grasim is one of India’s top 10 industrial enterprises having 15

divisions spread all over the country. Grasim has 9 joint ventures out of which 4 are in

India and 5 are abroad.

Grasim ranks amongst the 10 largest private sector companies in India interns of

turn over assets and profits. The company secured quality standard systems.


A STUDY ON HRIS

GRASIM INDUSTRIES LIMITED

Grasim Industries Ltd is a member of ADITYA BIRLA group as incorporated on

August 25th 1947 of Madhya Bharat. Over these years the company has emerged as a

leading industrial conglomerate and is at present ranked amongst ten largest companies in

Indian private sector in terms of asset, turnover, and total customer satisfaction.

Its state of the art manufacturing units and sectorial services span are in India,

Indonesia, Thailand, Malaysia, Philippines, Egypt, Canada, USA, and UK. The group has

trading operations in Singapore, Dubai, UK, USA, South Africa, Tanzania, Myanmar,

Russia and China.

Excellence is corner stones of its worldwide presence than a thread that binds a

65,000 strong work force spanning 40 companies across 15 countries.

A caring corporate citizen, the Aditya Birla group inherently believes in the

trusteeship concept of management.

A part of its ploughed into meaningful welfare driven initiatives that make a

qualitative difference to the lives of a people. Carried out under the ages of the Aditya

Birla center for community initiative and rural development which is spear headed by

Smt. Rajashree Birla with the following objectives:

Anchored in a deeply held set of values, the Aditya Birla groups allowed

Mission is to deliver value for its shareholders, customers, employees, and society

at large.

Vision is to be a premium conglomerate with a focus at every business level.


A STUDY ON HRIS

COMPANY AIMS

Excellence in all spheres of management.

Knowledge Integration Program (KIP).

Skills Development Program (SDP).

Participate management through consensus and consultants.

Systems perfection.

Human Resource management.

Delegation and Decentralization.

GRASIM ALSO AIMS,

“Zero defects, Zero losses, Zero breakdowns, Zero pollution, and Zero accidents.”

VALUE

Respect for the individual, integrity, speed, simplicity, and seamless ness, self-

assuredness and a 100% commitment are all values we value. Out value are

nonnegotiable. They are never to be jettisoned. For us, our values are out wellspring.

MISSION

“To win the Chairman’s Award for Manufacturing Excellence and to sustain

excellent performance by carrying out team based activities related to the eight

dimensions of WCM with specific emphasis on Work Environment and MUDA,

Autonomous Maintenance and Visual Management”

VISION

“To be the best customer oriented rayon grade staple fiber manufacturers”

“To be a premium conglomerate with a focus at every business level”.

AIM

“To deliver value for our customers, shareholders, investors, employees and

society”.


A STUDY ON HRIS

QUALITY POLICY

“To meet the needs and expectations of the customers through continuous

improvement in all spheres with active participation of out people”.

STEPS TAKEN TO ACHIEVE THE MISSION

Education for all: To secure them a brighter future.

Sustainable livelihood: By giving training and education for skill development.

Health care and hygienic living conditions.

Family welfare.

Restoring self-esteem of the physically handicapped.

Empowerment of women.

GROUP ACHIEVEMENTS

A focus on world wide scale capacities constant attention to operational efficiency

and prudent financial management the common strands binding the wide ranges of

business areas of the group are responsible for the organization.

The Aditya Birla Group is the Indian MNC, which made direct foreign

investments overseas. Today, its various companies have a solid manufacturing and

presence in the vibrant economies of South East Asia in Thailand, Indonesia, Malaysia,

and Philippines and in Egypt.

It has trading and marketing offices in a number of countries Singapore, Dubai,

UK, US, Russia, South Africa, Tanzania, Vietnam, china 7 Myanmar.


A STUDY ON HRIS

About 90% of Group Company’s have ISO certification. The group has the distinction of

being:

The world’s third largest producer of Viscose Staple fiber.

The world’s largest refiner of palm oil at a single location.

The world’s third largest single producer of electrical insulator.

World’s sixth largest producer of carbon black.

India’s largest private producer of Caustic soda, Cement, Rayon Grade pulp and

Rayon.

MILESTONNES

1974 – Sir P.C.Ray Award for developing technology for producing Rayon Grade

pulp.

1991-ICMA awards for safety and the environmental control strategies in

chemical plant.

1994- IMC Award for outstanding contribution towards promoting savings.

1994- Certified from RWTUA (Germany) for ISO 9002 for continued

implementation of Quality systems.

1995 – IMC Award for outstanding contribution in the field of Industrial and

Labor relation.

1998-Certified from RWTUA (Germany) for ISO 14001 for continued

implementation of Environment Management systems.

2000- The Aditya Birla Group Awards for manufacturing excellence (Bronze

Medal).

2001- Certificate conferred on the unit for implementing Quality Management

systemic accordance with ISO9001-2000 Revised standards by RWTUA, Germany.

2001- A certificate for obtaining ISO 9001 CERTIFICATION.

2001-Certificate conferred on the unit for implementing Occupational Health and

Safety management systems (OHSMS) in accordance with OHSAS; 18001 standards by

RWTUV, Germany.


A STUDY ON HRIS

2002- Environment Protection case study ranked 2nd out 88 aspirants at National

level by TERI published Foundation, New Delhi.

2002-Greentech Gold Award for outstanding achievement in the field of industrial

safety by Greentech Foundation, New Delhi.

2002-The Aditya Birla Group Award for manufacturing excellence and

competitive advantages.

2002- Rajiv Gandhi National Quality Award (Commendation Certificate)

2002-AVB group Chairman’s Silver Award for manufacturing Excellence.

2002-I.C.M.A Award for Excellence in Management of

Health/Safety/Environment and development of Indigenous Technology

2002- Golden Peacock Environment Management Award from World

Environment Foundation.

2002-Indra Gandhi Memorial National Award for Best Environmental and

Ecological Implementations.

2003- PCRA Award for Energy Conservation from the Ministry of Petroleum and

Natural Gas.

2003-Green tech Gold Award for Environment Excellence.

GRASIM FAMILY

1. Viscose Staple fiber

Birlagram, Nagda (M.P)

Birlakootam, Mavoor (Kerala)

Kumarapatnam, Harihar (Karnataka)

2. Rayon Grade Pulp

Birlakootam, Mavoor (Kerla).


3. Textiles

Birlagram, Gwalior (M.P).


A STUDY ON HRIS

Bhiwani (Haryana)

4. Cements

Jawad (M.P)

Raipur (M.P)

Shambhapura, Chittogarh (Rajasthan)

5. Engineering Development & Consultancy Division



6. Sponge Iron

Salav, Raigarh (Maharastra)

7. Birla Consultancy & Software services

Bombay (Maharastra)

8. Birla International Marketing Corporation

New Delhi

9. Rayon Grade Caustic soda


Kumarapatnam, Harihar (Karnataka) profit.

The Aditya Birla group is India’s second largest business industry with

A turn over of Rs 220 billion

An asset base of over Rs 1.68 billion.

A premier conglomerate of India’s leading company including Grasim, Hindal co,

Indian rayon, and indo gulf.

Leadership position in key business with strong competitive edge.

For over 50 years now the Aditya Birla group has been and continuous to

committed to the future of India through its quality products, services, and commodities

offering


A STUDY ON HRIS

JOINT VENTURES IN INDIA

1. Petrochemicals

Mangalore refinery & petrochemicals Ltd. (MRPL)

Mangalore (Karnataka)

2. Ammonia, urea

Indo-Gulf fertilizers & chemicals corporation Ltd.,

Jagadishpur (U.P)

3. Caustic Soda

Bihar Caustic & chemicals Ltd., Bihar

4. Aluminum Fluoride & Sulfuric Acid

TANFAC Industries Ltd., Caddalore (T.N)

JOINT VENTURES ABROAD

1. Viscose Staple Fiber

Thai Rayon Public Company Limited, Bangkok (Thailand)

P.T. Indo-Bharath Rayon, Jakarta (Indonesia)

2. Textiles

Indo Phil Textile Mills inc, Manila (Philippines)

3. Palm Oil Refinery

Pan century Edible Oil Sdn. Bhd., Malaysia.

4. Carbon Black

Thai Carbon Black Co., Ltd., Bangkok, Thailand

Alexandria Carbon Black Co., Egypt


A STUDY ON HRIS

UNIT PROFILE

Grasim industries limited, a member of Aditya Birla group, was

introduced on august 25th 1947 in the state of Madhya Bharat. Exactly 10 days after the

country got independence.

Dynamic multinational companies, the Aditya Birla group consist of more than 55

professional managed large units. It enjoys the confidence of more than 6-lakhs

shareholders and has an asset of dedicated and devoted personnel.


Industries.

Grasim is one of India’s top 10 industrial enterprises having 15 divisions spread

all over the country.

Grasim has 9 joint ventures out of which 4 are in India and 5 are abroad. At

Harihar, Grasim has 2 divisions namely,

Harihar Polyfibers (pulp division)

Grasilene division (Fibre division)

GRASIM INDUSTRIES

Grasim industry is a dynamic multinational company “The Aditya Birla

Group”, consists of more than 55 professionally managed large units. It enjoys the

confidence of more than 6 Lakhs shareholders and has an asset of dedicated and devoted

personnel.


industries limited. Grasim is one of India’s top 10 industrial enterprises having 15

divisions spread all over the country.


A STUDY ON HRIS

Grasim ranks amongst the 10 largest private sector companies in India in terms of

turn over assets and profits. The company secured quality standard systems. It is a

leading supplier of technology and machinery to the production of man-made fiber. It has

received prestigious award in the area of productivity and total preventive maintenance.

The word “GRASIM” stands for

G : Gwalior

R&A : Rayon

S&I : Silk

M : Manufacturer

The word of high performance term “BIRLA” stands for:

B : Bench marked

I : Innovative

R : Reliable

L : Learning

A : Adaptable.

Division of Grasim industries in Kumarpatnam

Grasim industries ltd., at Kumarpatnam has three divisions are as follows:

Harihar Polyfibers division (HPF)

Grasilene division.

Engineering division


A STUDY ON HRIS

HARIHAR POLYFIBERS DIVISION (HPF)

Harihar Polyfibers division was set up in the year 1972. It is situated on the bank

of river Tungabhadra at Kumarpatnam near Harihar in Karnataka. It produces rayon

grade pulp with indigenous know how engineering and equipment’s.

Rayon grade pulp is the basic raw material used in the manufacture of viscose

staple fiber. Grasim was developed on imported rayon grade pulp; continued dependence

on imported pulp was not desirable for sustainable growth. Hence, attempts were

successfully made to manufacture pulp from indigenously available wood. This

development has opened a new dimension of self-reliance, which is one of the vital areas

of Indian economy. Now Grasim is the pioneer in the world to produce rayon grade pulp

from eucalyptus and casuarinas. After intensive research work in may 1990, Harihar

Polyfibers introduced oxidative extraction stage in its conventional bleaching sequences

to reduce the consumption of chlorine and there by minimize effluent load.

Grasim Forest Research Institute is established for producing superior genotype

and high tech plantlets of woody perennials through Micro Propagation Technology of

Tissue Culture. The benefit of the technology is passed on to the farmers for improving

per unit area return from the lands through Technical Extension services rendered under

Resource Development Scheme.

Initial investment of the plant is 160 Crores in 1972; now this plant is producing

about 69000 tonnes of rayon grade pulp per annum and approximately 200 tonnes per

day.


A STUDY ON HRIS

Harihar Polyfibers has the following departments:

Raw material department

Sales and chemical department

Accounts department

Technical department

Recovery department

Time office department

Human resource management department

Personnel department

Systems department

It even has separate system department, which takes care of all the activities that

are complicated.


A STUDY ON HRIS

GRASILINE DIVISION

This plant was set up in the year 1997 to produce viscose staple, sodium sulfate,

and sulphonic acid and carbon di sulfide, the initial investment is 340 Crores.

SL .NO. PRODUCTS QUANTITY(TONNS/ANNUM)

1. Viscose staple fiber 31025 TPA

2. Sodium sulfate 20000 TPA

3. Sulfuric acid 24500 TPA

4. Carbon di sulfide 5800 TPA

ENGINEERING DIVISION

Engineering division was established in the year 1969. The well-equipped

engineering division is always geared for action serving as backbone to the industry.

There is always an attempt to update the working condition with modern

approach.

The processors of this division are chemical plants and machinery installed with

capacity of 100TPA.

At Harihar, GRASIM has the following 3 divisions

Divisions Year of installation Product Installed capacity

Harihar Polyfibers 1972 Wood pulp 60,000 T.P.A

Grasilene division 1977 Viscose staple fiber

sodium sulfate

sulfuric acid carbon

-di sulfide

31,025 T.P.A.

20,000 T.P.A.

24,5000 T.P.A.

5,800 T.P.A

Engineering

division

1969 Chemical plants

and machinery

1,000 T.P.A


A STUDY ON HRIS

FACTORY ADDRESS

Grasim Industries limited,

Harihar Polyfibers unit,

Kumarpatnam – 581123,

Dist: Haveri,

Karnataka.

HIGH LIGHTS

Chemical recovery efficiency: 97.5%, highest in India & comparable to best run.

Mill in world.

Pulp brightness: 94%.

Plant uptime: 94%

First rayon mill to accredit with ISO 9002 & EMS 14001 certification.

First mill to introduce oxygen bleaching in conventional chlorine based bleaching

system.

First mill in the country to produce & operate recovery plant with 70% dry solids

efficiently.

First mill to install commercial scale biomethanol plant for treating

prehydrolysolate.


A STUDY ON HRIS

GRASIM FOREST RESEARCH INSTITURE (GFRI)

Established in the year 1984 to take up multi disciplinary problem oriented

research on forest species.

It is on account of excellent work done by GFRI both in field of Tissue culture &

Vegetative propagation, the NSBARD-projection on Technology transfer, biotechnology

evaluation & Clone multiplication of Eucalyptus, Bamboo & Salvador.

Grasim’s vertically integrated activities cover the entire field of “FOREST TO

FABRIC” i.e., plantations, wood pulp, viscose staple fiber, yarn & Textiles. Grasim’s

diversified activities consist of chemicals, cement, and engineering and sponge iron.


A STUDY ON HRIS

WORLD CLASS MANUFACTURING (WCM) AT GRASIM INDUSTRIES

WCM is a multi dimensional process embracing the following: elimination of

waste, establishing world class work environment through SS, JIT (Just In Time), TPM

(Total Productive Maintenance), SQM (Statistical Quality Management), customer

delight, liaison & understanding information system & cash flows.

Grasim industries relying on the principles that “ The effectiveness is putting

work into actions & action in to results” is based on their activities.

WCM POLICY

“To achieve utmost satisfaction of our customers & other stakeholders through

sustained excellence in all our activities of Grasim, by implementing WCM program

to deliver”.

Zero defects.

Zero losses.

Zero breakdowns.

Zero pollution

Zero accident

Zero customer complaints.

ACHIEVEMENTS BY WCM DEPARTMENT

Increase in number of multi skilled work force.

Development of ownership concept among workforce at shop floor

Working in teams, resulting in high performance.

Speaking WCM language.


A STUDY ON HRIS

They relied on the principle that “the effectiveness is putting words into action &

action into results”. For this they relied & concentrated their efforts on the following 12

pillars of WCM.

Autonomous maintenance

Focus improvement

Initial flow control

Visual management

Planned maintenance

SQM & Bench marking

Customer drives & delights

Safety, hygiene & pollution control

JIT, material handling & logistics

Liaison, team force & skill development

Information system design technology & cash flows

SS & MUDA elimination

WCM unit’s employees should be

Multi skilled

Team workers

Proactive

Dynamic

Flexible

Creative

Innovative

Self-inspiring

Systematic

Adaptable

Open to learning

Disciplined


A STUDY ON HRIS

In addition to this “ 7 steps of self – maintenance” are practiced in Grasim industries at

Kumarpatnam

1. Inspire people for changing their attitude

2. Perform initial cleaning

3. Address & eliminate contamination sources & inaccessible places

4. Establish cleaning & inspection standards

5. Conduct general equipment inspection

6. Perform general process inspector

7. Systematic self maintenance


A STUDY ON HRIS

PRACTICE OF SIX SIGMA AT GRASIM INDUSTRIES

Six sigma (6) is based on sound fundamental principles & the laws of nature. It is

an elegant collection of tools for problem solving that, when properly exploited, will lead

to handsome returns & globally competitive positions.

“Six sigma is for life, a constant striving for incremental improvements in quality

& performance”.


A STUDY ON HRIS

Six sigma a break through strategy for profitability. A campaign to,

Boost profitability.

Increase the market share.

Improve customer satisfaction.

Sigma is a measure of consistency of a process.

NEED TO ELIMINATE THE ROOT CAUSE OF ALL ABNORMALITIES THAT

INHIBIT ACHIEVING FOLLOWING

Zero defects

Zero pollution

Zero accidents

Zero losses

Zero breakdowns

Zero customer complaints

Customer ecstasy

WHAT IS SIX SIGMA?

To make fewer mistakes in all we do during manufacture, maintenance & other

activities so that the product produced or the service rendered is defect free

It is a business strategy to become globally competitive & to sustain customer

satisfaction by achieving WCM excellence

A measurement system

A problem solving approach

Disciplined change process

SIX SIGMA TO IMPROVE A COMPANY’S VALUE

Process improvements

Product improvements

Investor relations

Design methodology


A STUDY ON HRIS

Supplier improvements

Training & recruiting

WHY SIX SIGMA?

Proven successful in “QUALITY DEMANDING”.

Proven method to reduce costs.

Highly quantitative method, science & logic instead of gut feel

Includes manufacturing, services & provides bridge to design for quality concept.

Has support & commitment of top management.

To survive and remain in business admits stiff competition in the global market

and increased expectation from the customer.

To survive & remain in business admits stiff competition in the global market &

increased expectation from the customer.

The six-sigma statistics measures the capability of the process to perform defect

free work.

The six sigma value indicates how often defects are likely to occur.


A STUDY ON HRIS

Properties of Rayon.

The drawing process applied in spinning may be adjusted to produce rayon fibers of extra

strength and reduced elongation. Such fibers are designated as high tenacity rayons,

which have about twice the strength and two thirds of stretch of regular rayon. An

intermediate grade, known as medium tenacity rayon, is also made. Its strength and

stretch characteristics fall midway between those of high tenacity and regular rayon.

Viscose has many characteristics, the properties varying according to the methods

of processing.

Articles made of viscose can be dyed and printed extremely well and exhibit

exceptionally brilliant colors.

Viscose breathes actively, regulates temperature well, making it especially

pleasant to the skin.

Articles made of viscose can have a silk like brightness

They possess a soft, graceful flow.

Viscose has high moisture absorption.

As a lining it reduces static electricity.

Some Major Rayon Uses.

Apparel: Accessories, Dresses, Jackets, lingerie, linings, illinery, slacks,

sportshirts, sports wear, suits, ties, work clothes

Home furnishings: bedspreads, blankets, curtains, draperies, sheets, slipcovers,

tablecloths, upholstery

Industrial uses: industrial products, medical surgical products, nonwoven

products, tire cord.


A STUDY ON HRIS

HUMAN RESOURCE DEVELOPMENT DEPARTMENT


A STUDY ON HRIS

Man power details of unit :-

Particulars HPF Grasilene Colony Total

Staff 313 229 21 563

Staff security 5 - - 5

Workman 1095 1008 55 2158

Guards 55 - - 55

Total 1468 1239 76 2796

Grasim Industries Ltd. a flagship of the Aditya Birla Group amongst India’s ten

largest companies in the pvt. sector in India, in term of assets and sales. Its Human

resource planning and its new concepts are well known in the world.

Human Resource Development is a very important development in all the

organization as it is very difficult to handle the human resource comparing to money,

materials and machine. But it is very necessary to control the activities of manpower in

the company, it is necessary to plan for future requirement and also have the present

requirement.

Looking to the fact that it is easy to utilize all the resources except human.

Human is the root on which the tree (i.e. organization) is standing. HRD department

looks after the affairs related to recruitment, selection, training, motivation, promotion,

appraisal, grievance and job-satisfaction of the employees.

Human resource Management is part of management function which is primarily

concerned with human relationship in an organization, its objective is the maintenance of

those engaged in the undertaking to make their maximum contribution to the effective

working of the undertaking.

It is a Management of Human Resource of the enterprise.

It is concerned with the effective utilization of human resources.


A STUDY ON HRIS

It is a staff activity requiring special knowledge and skills in Human

psychology, law and industrial relations etc.

It is concerned with the achievement of common goal as well as integration of

individual efforts with the common goals.

MAN POWER PLANNING

It is the policy of the company to make all manpower allocation on the basis for

estimations made through the duly approved annual manpower plan forming part of the

companies annual business plan.

OBJECTIVE

The company have certain objective for manpower planning such as :

1. Ensure current availability and future requirement of the employees.

2. Ensure availability of talents as and when required in sufficient number.

3. Provide opportunities in time for development-required talents through training

work experience and career development.

4. Effective and economic utilization of current and prospective employees.


A STUDY ON HRIS

RECRUITMENT

Recruitment means search of the prospective employee to suit the job requirement

as represented by job specification a technique of job analysis.

Sources of Recruitment

a) Data Bank

b) Internal Recruitment by promotion, transfer etc.

c) Placement agencies.

d) Campus Interview

e) Employees Recommendation.

SELECTION

HRD department applies the selection process tools to differentiate the qualified

and unqualified applicants by applying various techniques such as interviews, tests etc.

Selection is a decision making process where the management decides certain

norms and principles to adhere to standards on the basis of which a discrimination

between qualified and unqualified candidate may be made.

Selection procedure: -

a) Application bank

b) Preliminary Interview

c) Physical examination

d) Psychological testing

e) Reference check

f) Final Selection


A STUDY ON HRIS

Interview Arrangement: -

1. The HRD department to finalize the definite venue date of the interview and to

the same of the candidates and interview committee.

2. Interview letter to be dispatched well in advance at least 15 days clear notice is

to be given to the candidate.

3. It is the responsibility of the HRD Department to arrange the candidate on

arrival at location.

4. HRD Department shall arrange for lunch, tea or coffee for the candidate

whenever required.

Induction: -

Whenever a new comer joins an organization he is an utter stranger to the people,

work and environment. His first impression of the company and its people will

determine the time taken by the employees to settle down and start meaningful

contribution.

Objective of Induction: -

1. To help the new employees to become aware and understand the company

2. To make the new employee comfortable in terms of his requirement in terms of

his requirement during initial settlement.

3. The HR Department co-ordinates the induction programs of the new entrant

varying from one week to another.

4. Ensure availability of talents as and when required in sufficient number.

5. Effective and economic utilization of current and prospective employees.


A STUDY ON HRIS

TRAINING

MEANING AND DEFINATION

Training is a process of learning a sequence of programmed behavior. It can be

defined as an organized instructional process for improvement of employee’s skill,

knowledge, work habit and attitude.

It consists of On the job training and Off the job training.

NEED FOR TRAINING: -

Management can be defined as the effective and efficient utilization of money,

material and machine to accomplish the organization objective and goals. Therefore

competence of the people is the key to success in any undertaking. In this rapidly

changing economy, there is a need for training to enable to adopt to new situations.

All Parties involved in training process gain from it: -

Organization:-

Increased profit

Better financial Position

Higher productivity

Satisfied customers

Higher Production

Lower Cost

Improved quality

Better safety

Well informed employees

Highly motivated work space

Low employee forever


A STUDY ON HRIS

Manager and Supervisor

Reduced time needed for routine work.

More time for creative work

Better time Management

More time and knowledge for training sub-ordinates

Better planning and control

More growth opportunities

Workers

Higher moral

Better qualification

Better rewards

Better human relations

Less accidents

More chance of promotion


A STUDY ON HRIS

STRUCTURED APPROACH TO TRAINING

HRD Department has a structured and systematic training program.

Determination of training needs of organization.

Selection of best method and technique to meet these needs.

Planning evaluation of the extent to which training has meet its objective.

Conditions indicating a need for training program: -

High production cost

Excessive error and reject

Wastage of materials and equipment

Low level of production

Change in mission of organization

Change in producer

Poor supervision

Poor Human relation

Low level of efficiency

Low employee moral

Large no. of complaints and grievances

High employee turnover rate

High absenteeism

High accident rate.


A STUDY ON HRIS

ORGANISATION STRUCTURE


UNIT HEAD (sr.EP)

GRD v.p (T) COMMERCIAL (v.p.C) HRD (v.p HRM)

PRODUCTION ACCOUNTENTS

TECHNICAL

MECHANICAL

ELECTRICAL

CIVIL

TIME OFFICE

SALES & Mkgt

RAWMATERIAL

SYSTEMS

LEGAL

HRD

P&IR-HPF

P&IR-GRD

SECURITY

A STUDY ON HRIS


A STUDY ON HRIS

DESIGN OF THE STUDY

Selection of the topic

One of the most in important need for good management is information handling

making it available at the exact time when it is required. The information may be of the

organization or the outside world where the organization exists. Handling this

information for any organization is one of the most tedious jobs and holds the top

priority. Managing becomes easy if the required information is available on the click of

button. Automation of this information that caters the needs of the management is called

Management Information Systems.

All the departments need to manage their information in the best possible way,

but HRD department is one section in the organization that has to have a great amount of

emphasis to be laid on information handling this department is the concerned authority

for every happening in the organization, so this makes the jobs of the managers more

arduous and challenging to meet the goals set.

If the information handling if done through orthodox methods of file & stationery,

it will take up much of the available time of the manager hindering his other decision

making time & other works.

This takes us to creating new packages that would ease the work of information

handling by the managers. Automation would mean that the information is available at

the click of a button and would be ready to be processed further as per the need of the

manager.

My main aim in CEL would be to learn the requirements of information the

managers in HRD department would need and learn the customized package that caters

their needs with regard to the organization information.


A STUDY ON HRIS

Objectives of the study

To study the functional activities of Human Resource Department and Personnel

and Industrial Relations department.

To determine the informational needs of the managers of HRD department.

To provide a customized package that would cater to every manager needs.

To determine the efficiency of work in pre & post implementation of package

To study how HRIS enables better decision-making.

Scope of Study

The scope of study was concentrated on development & implementation of

HRMLS in Grasim industries Ltd. Kumarapatnam.

Sample Design

Sample design selected were the managers at all ends and staff of Grasim

industries ltd. Kumarapatnam.

Sample Size

The study was concentrated only on the HRD dept & P & IR dept the sample size

was restricted to only the managers & staff of these two departments. As managers would

mostly use the package, very few staff members were surveyed.


A STUDY ON HRIS

Limitations of the study

The limitations that bound my study to a restricted area are as follows.

It’s a one time study

Time constraint

Availability of concerned managers

Only few HR activities concerned to manufacturing industry are only taken in

this project.

The study was restricted only to HRD department of Grasim industries ltd,

Kumarapatnam


A STUDY ON HRIS


A STUDY ON HRIS

Methodology of data collections

Primary data

Secondary data

Tools used for data collection

Primary – Questionnaire, Interview,

Secondary – Magazines, existing packages, sites on the Internet.

HRMIS is being implemented for attaining a set of objectives

To pace up the information handling process

To create an environment that furnishes every body’s request at ease.

To build a workforce which is efficient at any point of time and any conditions

To eliminate more of paper work

To shape the milieu into a to tally automated dwelling for managers


A STUDY ON HRIS


A STUDY ON HRIS

Introduction on HRIS/HRMS

Success in the human resources profession requires fast and easy access to

information and that requires an automated HR information management system.

Selecting an HRIS is a major decision. Getting approval for such a system is often

difficult. Using guidelines and worksheets can assist HR professionals in putting together

the facts, the figures, and the presentation to convince senior management that the

expenditure for an HRIS makes sense.

An HRIS generally should provide the capability to more effectively plan,

control, and manage HR costs; achieve improved efficiency and quality in HR decision-

making; and improve employee and managerial productivity and effectiveness.

Assessing Needs

The first step in the process of obtaining an HRIS is to analyze your real needs,

not the needs for hardware or software, but your needs as a HR manager. To start, HR

managers should assess and outline how activities currently are being performed within

the organization, and, in particular, within the HR department. Questions to consider

include:

What information are people requesting?

How do you, line managers, the chief executive officer, and the chief financial

officer obtain needed personnel information?

How long does it take you to respond to a new request for information?

What HR management needs are not being addressed and handled properly?

How effective is your support to the budgeting and planning processes?

Where do you stand in complying with COBRA, ERISA, FLSA, OSHA, and

other statutes and regulations?

What tasks are you being asked to do today? How well are you performing

these tasks?


A STUDY ON HRIS

What programs, services, and management support must you provide to help

your organization meet its goals?

What are the major tasks that I intend to accomplish and the results I plan to

achieve in order to have a successful HR operation?

Taking a look at each HR functional area can help you to identify what is

being done today, what needs to be done, and how you plan to do it in the

future. In answering these questions, think about how an automated process

could improve each area. Begin to develop your expectations of what an HRIS

should do for your company.

The next step, after clearly identifying and stating your needs in each HR

functional area, is to begin selecting and evaluating HRIS. Using a system

evaluation checklist can facilitate this process.

How does the system I want support these plans?

In addition to the HR function, who else will benefit from the system?

HRIS Evaluation Checklist

The selection of an HRIS is a major decision. Making the correct decision will

have a long-lasting impact on your organization's success in managing its human

resources. People who in the past have worked with automated systems will find it

relatively easy to describe their organization's HRIS needs, and the capabilities and

features desired in an HRIS. A completed Needs Analysis Checklist will help to clearly

communicate those needs to prospective developers.

While checklists can be helpful in the evaluation and selection process, it is

important to realize that, by their nature, checklists do not provide complete answers.

Because the system capabilities and features in checklists are often general in nature, it is

essential that, once a preliminary selection of developers has been made, the specific

capabilities of each vendor's product be evaluated against the organization's specific

requirements, as documented in a Needs Analysis Checklist. Knowing how well and to

what degree a system responds to such defined needs is more important than a simple

"Yes" answer on the checklist.


A STUDY ON HRIS

Getting Started

The first and most important task in selecting an HR information system is to

identify and clearly articulate the real needs that the system must meet. As a starting point

in the evaluation process, the following questions are intended to assist in defining the

high-level needs.

What are the major tasks to be accomplished and results to be produced using

this system in the next six months?

What are the tasks and results to be accomplished using the system in the next

two years?

What results will this system produce for the operational management of the

organization over the next three years?

System Requirements, Features, and Capabilities

What hardware is recommended or required to operate the system?

What is the anticipated cost of the hardware, using industry standard

suppliers?

What local area networks are fully compatible with the system?

What is the maximum number of employee records that the system will

handle efficiently?

Is the system written in a commercially available relational database, or is it

written in programming language(s)?

What is the estimated processing time to generate a standard 10-field

employee roster listing, including age, annual salary, and years of service, for

500 employee records?

Tables

How many tables are provided in the standard system?

Can a non-technical user easily add tables to the system?

How much training is required to add a table to the system?

Can the non-technical user modify table characteristics?


A STUDY ON HRIS

Can a non-technical user easily add fields to a table?

Can table contents be accessed using a "hot" key and reviewed in a "pop-up"

window during data entry without interrupting the data-entry process?

Can tables be updated during data entry?

Reporting Capabilities

How many standard reports are provided with the standard system?

Can a non-technical user easily modify the standard reports?

Can the non-technical user change the sorting and selection criteria for

standard reports when the reports are run?

How many sorting and sequencing levels may be defined for a report?

How long would it take a non-technical user to add two new fields to a

standard report and delete one existing field?

Is there a fully prompted report writer that allows a non-technical user to

easily create new reports?

Does the report writer allow the non-technical user to "point and pick" fields

for the report and to create the selection of records for the report?

How many files can be accessed on a single report?

Does the system provide the ability to develop matrix-style reports with user-

selected statistical data in each matrix cell?

Can the system produce mailing labels in any format?


A STUDY ON HRIS

Security and Audit

Can a unique security profile be established for each user?

How many unique user security profiles can be established?

Can each individual user be restricted from:

Can the non-technical user easily define what fields will be subject to audit

tracking?

Does the system validate data as they are entered for consistency with other

data?

Does the system display descriptive error messages whenever a data entry or

operational error occurs?

Can the non-technical user easily modify "help" messages?

Are automated back-up procedures included to prevent loss of data?

Utilities and Other Features

Does the system automatically build historical records as changes are entered?

How many historical entries may be maintained for any single field?

Is there an "import and export" utility to allow movement of data between

systems?

Does the system incorporate a built-in word processor?

Will the system internally merge data into form letters and documents, or

must the information be "exported" to another system?

How many days of training are required to achieve normal operating

efficiency?

Can the non-technical user easily modify screens and menus?

Can the non-technical user easily create new screens and menus?

How much training is required to create new screens and menus?

Are all system features and utilities fully documented?

Is the documentation indexed?


A STUDY ON HRIS

Keeping all these factors the package was developed and was made on the basis

of the requirements of the managers who would use this package. The package was

developed keeping in mind all the standards and norms. The package was specially

created in view of making it most users friendly and flexible.

The front end used in this package is POWER BUILDER and the back end used

is SYBASE.

The database is stored in the server and the server runs 24 X 7. The front-end

screens are available in the individual desktops of the managers who are using it. It is

networked all over the HPF unit and all the information is handled through the LAN

setup in the organization.

Communication to the out side world is through Internet and intranet which are

administered with the help of this package.


A STUDY ON HRIS

HRMIS would support

Recruitment

Traditional methods of recruiting, selecting, and hiring candidates are normally

time consuming and data-entry-intensive tasks for recruiters and other HR staff. Web-

based technology eliminates paper and shortens the time to fill critical positions in the

organization. Managers can initiate online job requisitions with workflow approvals.

Approved requisitions automatically post job openings to corporate and job board web

sites through workflow. Applicants apply online and their data automatically populates

the Applicant module. Managers and recruiters can key word search the applicant

database or view online resumes for candidates for a specific requisition. Employees can

also explore the current job offerings and apply online through Employee Self-service.

Recruiters and other HR staff now have the opportunity to do meaningful workforce

planning, succession planning, and “gap analysis.” These tasks are critical to ensure that

the organization has the proper talent in place to execute its strategy as the baby boomers

begin to retire, and as the improving job market makes it easier for employees to move to

other employers.


A STUDY ON HRIS

Training and development

Training & Development are clubbed as single HR activity in the organization.

Training and development here are classified into

Technical Behavioral Commercial Computers General

All the employees are identified for one or more T & D needs. HR department

needs to keep track of the program employers are proposed to attend and the programs

that they have attended. A separate module in the package will assist the managers in

handling the employers’ details on T & D. The module will deal with set of T& D

programs under each of the 5 categories that the mangers will assign to employees based

on the TNI (training need identification) for a fined period where they will be

automatically informed on the intranet.

Simultaneously when the employee attends the program the manager can make entries of

the program attended, name of trainer and the period of the program.

The database will be updated every 6 months & backup will be stored in the server. The

managers can allot the T & D programs monthly & yearly.

Employee Details

Employee and Manager Self Service not only provides the savings detailed by

Peter Kraus in “Precious Resources,” but also makes the information available 24/7 so

that requests and approvals can be made at any time and place, thereby avoiding delays

and retroactive changes in Payroll. By using the web-based self-service, employees and

managers gain access to personal information, corporate information, and direct report

information. This releases the HR department from recurring, time-consuming


A STUDY ON HRIS

administrative tasks and enables them to focus on more strategic goals. Consistent and

timely employee communications have become more critical as well as more challenging

as organizations grow and decentralize with new national and international facilities. A

web portal, whether Corporate, HR, or both, serves as the vehicle for corporate

communications, special events, corporate forms, policy manuals and links to third party

sites for employees and managers 24/7, regardless of the employee location or the hours

of HR department operation. The portal also incorporates the employee and manager self-

service thereby providing a single point of access for all employee related information.


A STUDY ON HRIS


A STUDY ON HRIS

Summary of findings

Large amount of information available to set objectives and evaluate results

implies the need for a systematic approach for gathering, processing and using data.

Therefore HRIS is a key component of human resource management. HRD and P & IR

department jointly examines the utilization of human resource, the system and procedures

and current level of output.

Form the study it has been observed that in HPF division

HRIS has enabled better decision making by providing all the information of each

and every employee at the same place.

It has also been observed that the bulk paper work has been reduced to a greater

extent due to the information system.

Decision-making has become faster as all the required data is available on the

computer at point of time.

Managers are now able to devote more time in productive work than in clerical

work.


A STUDY ON HRIS


A STUDY ON HRIS

SUGGESTIONS:

The implementation of HRIS with only training and development, employee

details and performance appraisal is not sufficient. The department should also join all

the functional modules that will cater to all the functions of the HRD department and the

P & IR department.

The department should also have access to the main database of the employees

that is only handled by the time office department. This will help the wage administration

function of the department.

The existing systems have to be updated as the functions they carry out will

require more processing speed and will need to support many other systems in the

network.

Things to avoid in implementing human resource information systems

In an industry well known for acronyms, there's room for one more. DDT stands for

Don't Do That! Implementation DDTs are traps that can work themselves into HR

systems projects.

There are plenty of DDTs to be avoided during a systems implementation, but these have

the highest potential to sabotage a project.

No. 1. Don't treat the implementation as a single project. Every implementation is

actually composed of at least four separate "projects": Identifying the problem and

analyzing business needs that must be met, evaluating vendors and selecting a system,

implementing a solution, and conducting a post-implementation audit.


A STUDY ON HRIS

No. 2. Don't begin a project (or a significant phase of one) with only partially committed

resources. Companies rarely commit resources for two or three years. Taking a phased

approach to the project means both you and your managers understand that the resources

are committed for a single phase only.

No. 3. Don't fall in love with your first date. Puppy love is just as dangerous in HRIS

project management as in junior high school. As soon as management, your steering

committee, or your client departments see a firm date in your project plan, that date

becomes etched in concrete. Any variation from that date becomes a perceived failure.

No. 4. Don't fail to communicate problems. Don't just document project issues,

communicate them and do it clearly. Documenting issues is typically viewed as a way to

explain why something cannot be done and is generally perceived as being a CYA

activity (another well-known acronym).

No. 5. Don't build overtime into every step of your project. Even with the best-planned

projects, there will be plenty of opportunity for overtime as you approach critical dates.

Your entire schedule does not need to be based on 10-hour work days.

No. 6. Don't build tasks into your project plan that take more than two weeks to complete,

and don't list tasks separately if they require less than two hours. A single task requiring

more than two weeks should be broken down into smaller and more manageable tasks.

Likewise, planning a task that requires less than a half-day (except for "check off" items)

takes more administrative time than it is worth.

No. 7. Don't expect legislation to stand still during the life of your project. Most major

legislation affecting the workplace gets enough publicity that it shouldn't catch you

completely by surprise when finally enacted. The problem is that laws mandating new

record-keeping procedures are generally enacted with stringent requirements in every

aspect except reporting. Regulations on reporting tend to lag well behind implementation

of the new law.


A STUDY ON HRIS

No. 8. Don't work with your door closed all the time. A closed door gives people the

impression that they will be disturbing you by asking questions. This, in turn, means

people put off asking questions and mentioning problems until you seem to be available.

Obviously, you will need to close your door sometimes, but it should be open most of the

time.

No. 9. Don't require that decisions be made at an inappropriately high level. I once visited

a client company that had reached a major impasse while designing part of the position-

management module. After I arrived, I realized that none of the 26 steering committee

members had a title lower than senior director.

No. 10. Don't try to be all things to all people. Know when to call for help. That may

sound a little self-serving coming from a consultant, but how many HRIS

implementations will you do during your career? Chances are, your software vendor and

other consultants participate in more HRIS implementations in a year than most people

do in a lifetime.

The four counter measures for DDT’s:

* Recognize the DDT, the sooner the better.

* Acknowledge the DDT. Denial is natural, but will just prolong the problem and make it

worse.

* Fix the DDT. Don't worry about assigning blame, other than finding the cause so that it

doesn't happen again.

* Get on with your life. You still have a project to run.


A STUDY ON HRIS

Bibliography:

Books referred:

1. Essentials of Human Resource Management and Industrial relations. By P

Subba Rao.

2. Management information System. By Jawadekar

3. Management information System. By Derek O’Brien

4. Records and files of the company

5. Manuals, Journals and magazines.

Websites:

1. www.adityabirlagroup.com

2. www.birlaviscose.com

3. www.indiainfoline.com

4. www.blr.hr.com

5. www.HRMS.com


http://www.HRMS.com/

http://www.blr.hr.com/

http://www.indiainfoline.com/

http://www.birlaviscose.com/

http://www.adityabirlagroup.com/

Date post:	18-Nov-2014
Category:	Documents
Upload:	rajatkattimani
View:	134 times
Download:	0 times

Rajat

Documents