A Study Report on System Improvement in Maharashtra Elektrosmelt Limited.

Presented by: Harish Singh Management Trainee (Tech.) C&IT Department

Introduction:
Maharashtra Elektrosmelt Limited is a subsidiary of Steel Authority of India Limited. Very soon it will be merged with SAIL and will become a part of it. Its a Ferro Alloy plant. The main products of MEL are High Carbon FeMn, SiMn and Medium Carbon FeMn. We have two numbers of 33MVA Submerged arc furnaces of capacity 50,000 MT Ferro Alloy each, one electric arc furnace,two number of sinter plants, one power plant of capacity 4.2 MVA and other supporting units within the plant. MEL is organized in approximately 20 different departments. The plant has its origin long back in 1976. The total manpower at present is approximately 700 excluding contract labors. Step-by-step MEL is progressing in all aspects, whether it is technology, production, manpower utilization, turnover, profit, employee welfare, social responsibilities. It is also expected that the plant will get some expansion within next two years. For any organization manpower is the prime resource and proper utilization of manpower becomes the key to success of the organization. The technological advancements are done to achieve better manpower utilization. Computerization and automation of processes reduces the burden of having large manpower, improves the utilization of available resources, and minimizes the time delays for all the processes. Unfortunately MEL is far behind in computerization. Very recently the local area network project has been completed. Basically all the computers are being used in standalone fashion. At present there is no integrated software solution to utilize the LAN infrastructure effectively. If we see at personnel department, all the activities are being done manually. The effectiveness of processes of personnel is not good. It is one of the departments where the need of improvement is being felt badly. As all the work is being done manually, it takes a lot of time to accomplish any job, the procedures are very outdated, the utilization of manpower is very poor and its very difficult to gather all the relevant information at one place at the time of need. This certainly creates problems for the management in decision making.

Requirement of Integrated software solution for Personnel and administration Department:

Personnel and administration department may be defined as the planning, organizing, directing & controlling of resources for the purpose of attaining organizational goals. OBJECTIVES AND FUNCTION OF PERSONNEL AND ADMINISTRATION DEPARTMENT Procurement and management of adequate workforce. Education and training of present employees. Maintaining satisfactory personnel contracts and employee relationship. Maintaining employees health. Maintaining employees safety. Maintaining employees service activities (employees welfare). Maintain an employee favorable attitude towards his work and work environment. Personnel and Administrative Department of MEL is having the following parts:

Personnel and Administration Security Time office Fire-fighting Welfare Human resource development Establishment

Personnel and administration department works as controlling department or administrative department. It has the responsibility of managing manpower for the effective running of plant processes. It has to look after the employees. From the recruitement to retirements of employees , the personnel departments has the responsibility to assign tasks, conduct trainings, evaluate performance, promotions, welfare, medical, establishment.

TIME OFFICE:MELs time office is provided with various kinds of functions i. e. keeping up-to-date records of attendance, leaves, overtime, provident funds, night shifts, late coming , salary and wages etc. It maintains the following information: Attendance of employees ,Leave records of employees,Over time record, Tokens Provident fund record ,Night shift allowance record Late coming employees record Salary and wages register, Under enquiry suspended signature book

SECURITY DEPARTMENT:Security department is meant for security of man, material and property of the plant. It is the backbone of the management. Besides the security main functions of security department is to maintain discipline inside the plant premises. Working/operation: Security department watches and keeps track of man and material movement with the help of some registers & passes as follows: Material inward note, Raw material register Store material register, Dispatch register Exit register for executives, Visitor entry pass Returnable good register, General vehicle register HUMAN RESOURCE DEVELOPMENT: The various functions & activities performed by this department are as follows: Human resource development & training:Training classes are conducted once in every month keeping in mind the aim of modernizing the minds of employees, skill development, making them familiar with technology up gradation & change in concepts of management with the changing technology inculcating in them leadership qualities, motivating them for higher productivity, conducting refreshing courses on safety and fire fighting, computer training & appraised of environmental & pollution control programs. The various types of training include:

Present scenario:
At present all the functions of personnel and administration department are being done manually. Time office, security department, fire department, medical, human resource development department, personnel and administration department all have no software solution to carry out their processes. All depends on the manual data entry each and every time. It becomes very tedious job to analyze this huge amount of data. It takes a lot of time and lot of efforts to generate reports and analyze them manually. Also there is no sharing of information within these various parts of personnel and administration department. So it becomes very difficult for the management to gather all the data at one place. All the data or information flows from one place to other in the form of printed papers. The plant is already connected with local area network. But this is not useful in any ways unless there is any integrated software solution. All the parts of personnel are working in standalone fashion. Personnel department doesnt have access to time office data, security data, hrd data or any other type of data. This leads to very inefficient use of manpower in this department. Lack of efficiency in the working of personnel leads to various problems within organizations. The decision making process of personnel department becomes very slow due to this. Proper utilization of manpower becomes a big issue.

Payroll system in also supposed to be part of Personnel department as it gets all the input from personnel department. At present this is not the case, finance department manages it. It gets input from personnel department in the form of printed papers and does manual entry. Most of the calculation of tax related data is being done manually.

Suggestion to introduce integrated HRMS system:

What is a HRMS? A HRMS, or Human resource Management system, is a software solution for small to mid-sized businesses to help automate and manage their HR, payroll, management and accounting activities. A HRMS 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. A HRMS offers HR, payroll, benefits, training, recruiting and compliance solutions Most are flexibly designed with integrated databases, a comprehensive array of features, and powerful reporting functions and analysis capabilities that you need to manage your workforce. This can give back hours of the HR administrators day previously spent attending to routine employee requests. A HRMS also facilitates communication processes and saves paper by providing an easilyaccessible, centralized location for company policies, announcements, and links to external URLs. Employee activities such as time-off requests and W-4 form changes can be automated, resulting in faster approvals and less paperwork. HRMSs e-capabilities, allows companies to manage their workforce through two powerful main components: HR & Payroll. In addition to these essential software solutions, HRMS offers other options to help companies understand and fully utilize their workforces collective skills, talents, and experiences.

Some of the most popular modules are:

HR management module (It is a component covering many other HR aspects from application to retirement. The system records basic demographic and address data, selection, training and development, capabilities and skills management, compensation planning records and other related activities. Leading edge systems provide the ability to "read" applications and enter relevant data to applicable database fields, notify employers and provide position management and position control not in use. Human resource management function involves the recruitment, placement, evaluation, compensation and development of the employees of an organization.) Payroll module (The payroll module automates the pay process by gathering data on employee time and attendance, calculating various deductions and taxes, and generating periodic pay cheques and employee tax reports. Data is generally fed from the human resources and time keeping modules to calculate automatic deposit and manual cheque writing capabilities. This module can encompass all employee-related transactions as well as integrate with existing financial management systems.) Recruiting (Applicant and resume management.) Attendance (Manage incident based and regular time off, track accrual pay and all attendance plans, create reports easily.)

Organization charts (Create professional looking, dynamic organization charts.) Alerts (automatically notify personnel of performance reviews, benefits enrollment, compliance requirements and other key events.)

Employee self service (Employees can update personal information and view benefits elections, absence transactions, time-off balances and payroll information. The Employee Self-Service module allows employees to query HR related data and perform some HR transactions over the system. Employees may query their attendance record from the system without asking the information from HR personnel. The module also lets supervisors approve O.T. requests from their subordinates through the system without overloading the task on HR department.) Benefits Administration (Save paper and postage, take weeks off the benefits open enrollment period, reduce administration time, and improve data accuracy)

Track training for employees (The training module provides a system for organizations to administer and track employee training and development efforts. The system, normally called a Learning Management System if a stand alone product, allows HR to track education, qualifications and skills of the employees, as well as outlining what training courses, books, CDs, web based learning or materials are available to develop which skills. Courses can then be offered in date specific sessions, with delegates and training resources being mapped and managed within the same system. Sophisticated LMS allow managers to approve training, budgets and calendars alongside performance management and appraisal metrics.)

The implementation of this system will greatly help in smoothening the functions of personnel department. Utilization of manpower will be much more efficient. A consistent system will be available to the management. Using this system all the relevant data will be stored at one place. This will make the analysis of data easier and the reports will be generated more easily and timely. This can save a good amount of time and manpower. It will make the decision making process of the management easier.

Thanks