Promoting Human Resources in the Public Sector: CRITICAL ROLE OF HUMAN CAPITAL IN THE PERFORMANCE OF PUBLIC SERVICES IN

1. 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

2. ICT & HRM : Raising Performance & Lowering Costs Ambassador (Dr) Mohammad Ahmad Wali June 2010

3. 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remuneration system (grossly in most of public sector setting) • Inadequate or misplaced training and development • Outdated management systems, and • Lack of professionalism, among others.

4. 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.

5. 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

6. 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 • InputDevices • 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 . . .

7. 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

8. 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

9. Using Information Technology to Enhance HRM :Automating • Automating existing work practices • Few staff accomplishing more work • Optimum utilization of staff • Timely and efficient delivery of products and services • Doing more in short time • Reducing administrative costs • Cost savings from fewer staff hours and reduced human or machine error • Better resource planning through detailed, accurate, and timely personnel and financial information.

10. Using Information Technology to Enhance HRM :Exploring New Work Structures • Exploring new ways of structuring work processes • Making work less tedious • Reducing workload • Standardization of HR process • Virtual organizations • Teleworking -Telecommuting • Office decongestion • Working at ones pace • Saving cost • Opportunity for more to work

11. 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’

12. 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

13. Using Information Technology to Enhance HRM :Inventory • An automated inventory system can help reduce internal theft and keep track of assets used by employees.

14. 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.

15. Using Information Technology to Enhance HRM :Transformation • Recruitment • Submission of Online applicationsOnline application • Salaries/Benefit Payroll system • Payment vouchers • Promotion, Training, discipline • Performance appraisal Human Resources Management Software • Record KeepingDocument Management System • Registry Databank • Personnel policy • Public service rules/financial instructionWeb-based information • Communication • Filing & dispatching filesNetwork, intranet, web based • State pensionPrivate contributory pension • MotivationEmployee assistance/Health insurance • Internal sourcingOutsourcing • Organizations Virtual organizations

16. The Situation in Africa • Public Sector • Poor Availability, vandalism and sabotage • Private Sector • Banks, Airlines, ATM machines even have Battery Powered Inverters to ensure constant electricity

17. 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

18. The challenge: infrastructure • Enabling environment for the tool • Computing • Telecommunications • Broadcasting • Publishing • Electrical Power Distribution • Transportation and Financial Infrastructure And Related Areas

19. 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.

20. 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.

21. The Future of HRM with ICT • Virtual Organizations • Teleworking • Centralized Systems • Data Centers • Security • Biometric Scanners • Instant Feed Backs

22. 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)

23. 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)

24. 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

26. 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>