The term "staffing of the personnel management system" means the recruitment of the required number, composition of high-quality employees in the personnel service. To determine the number of employees, the needs of staffing structures and the charter of the company are taken into account.
Recruitment Factors
Among the main factors affecting the number of employees of the organization, it should be noted:
- How many workers are there in the company.
- The scope of the enterprise, in what conditions it operates, its scope and characteristics, the presence and number of branches.
- What are the organization's social characteristics, categories of employees and qualifications of workers.
- What tasks are solved, their complexity, how complex are they.
- How much technical management is provided and much more.
Calculation Methods
Since each company independently determines the number of employees, deciding what requirements for personnel it needs and what qualifications it needs to have, there is no accurate and clear calculation.
All literature gives only recommendations in this regard.
The number of employees can be calculated using the following methods:
- Multivariate correlation analysis.
- Comparison
- Economic and mathematical analysis.
- Direct calculation.
- Calculation taking into account the complexity of work and so on.
Correlation analysis
It is based on a multivariate assessment of managerial functions and responsibilities shared between them. There is a scheme developed by researchers that allows you to evaluate the indicators required by the company, taking into account factors affecting the number of employees. To use it, you need to reduce all the necessary factors, then use the mathematical formula and conduct a correlation analysis. It allows you to determine how the number of employees depends on these factors. It is also important to consider the specifics of the industry. But since the company operates in a competitive environment, this method cannot be accepted as the only correct one. Modern personnel management involves taking into account the state of the market economy at the time of settlement.
Direct calculation, comparative, expert and other methods
To analyze the needs of the company by comparison, it is customary to evaluate two business systems. One of them should be more developed. Thus, a search for the difference between the systems and determination is made, which makes one more successful than the other.
Calculation by an expert method implies the work of experts and researchers who express their opinion on the set tasks. Usually it is used only in combination with other calculation methods.
It is also possible to develop economic and mathematical models based on a real-time mechanism of work. This will allow you to see a more accurate picture, but very little data can be obtained from it. A direct calculation of the number of employees involves determining how much work you need to spend to carry out all management functions. But most often, the calculation is carried out based on labor costs and labor intensity.
Foreign personnel services
In various industries and places of far abroad there is a certain average number of managerial staff. So, in America, one boss manages an average of a hundred workers. In Germany, one manager is responsible for one and a half hundred workers. But in Japan, 27 managers are allocated per thousand workers on average. Naturally, in different industries this number can vary.
It is believed that the decrease in the number of employees who are provided with jobs in the human resources department was influenced by the introduction of an information technology base and the development of management infrastructure.
The main difference between foreign companies is that they recruit management staff on the side. That is, they hire employees who have received the necessary training and qualifications, but who are not employees of the company. When calculating the number of employees, they take into account their professional capabilities, specialty and qualifications of future employees. As for domestic companies, work in the human resources department usually goes to people who have not received a certain education and do not have the necessary skills. And job descriptions do not meet modern standards and do not reflect all the tasks of the enterprise.
Office work management software
Personnel and documentation support of the personnel management system has documentation in its turnover, and such support involves the organization of work with it. Thus, it includes the complete cycle of processing documentation, starting with its creation and ending with the transfer of finished documents to the enterprise units.
Fundamentals of office support:
- It is necessary to process all documents in a timely manner.
- Providing managerial staff with the necessary documents for their implementation.
- The implementation of printing.
- Carrying out registration of employees, saving all data.
- It is necessary to formulate business, moreover, as required for a particular enterprise.
- It is necessary to duplicate and copy documents.
- Monitoring of their implementation and much more is required.
SOUP information support
Personnel information support of the personnel management system is a stream of operational, documentary and regulatory reference information in a company. Extra-machine support is considered to be such systems: classification and framing, management documentation, organization, storage and registration of information. The internal machine security is considered to be data arrays from which the information base on the media is formed. In addition, this includes programs for the accumulation, organization, introduction and receipt of information contained in arrays.
When designing and developing information support, the most important thing is to establish the composition and structure of the information that is necessary for management. For the quality performance of the functions, it is necessary that the information complies with the standards that are required by the staffing of the personnel management system. It should reflect all services and their activities, comprehensively describe the organizational, technical, technological, social and economic services and their relationship with conditions coming from outside. It should quickly enter the system, reflecting the processes taking place in real time. The information should enter the database systematically and continuously, if there is such an opportunity. Also, it must be reliable.
What information system to choose
When a company is faced with the need to transfer information storage to electronic media, the question always arises of what to choose. There are many bases on the domestic market, but independently developed software will better meet the needs of the company. In addition, taking into account the presented products, it is possible to improve the staffing of the organization’s personnel management system only by improving or redoing them. After all, they reflect obsolete principles and concepts. If a company can afford to use specialists who can qualitatively and reliably create the necessary collateral, then this will help to save not only time, but sometimes money. Since such software products are often much more effective than those presented on the domestic market.
When choosing, you need to take into account many criteria, for example, what functionality the system has, how much the product costs, whether there is a prospect of software development, what technical characteristics it has, and what is the percentage of risks of using it.
Functionality of the system and its compliance
The information system, which assumes the staffing of the personnel management system, should correspond to those business functions that are used in the company or will be implemented in the near future. For example, if through this system the organization plans to reduce production defects, then it should already have automated product quality control installed. To determine the conformity of the system, you need to clearly understand in which direction the company will move and what is its development strategy. If the management does not know what exactly it needs, experts recommend hiring freelance employees who will deal with the evaluation and selection of the system.
This approach will help not only to clearly structure business processes and build the company's information system, but also to better understand its work and gain experience from other companies.
Information Technology
If we consider IT, then these are certain technologies and software through which automation and improvement of business processes take place, which includes staffing of the personnel management system. In other words, these tools help coordinate the work of different departments of the organization and control the relationship between the management team and employees. Communication passes through a network connection, a telephone line and in person. The software also allows management to receive all the necessary information about employees in order to better plan various events, including payroll, advanced training decisions and much more.
Technical support
Such security is a complex of technical means. In other words, these are interconnected autonomous, manageable technical tools that allow you to collect, register, accumulate, transfer, process, enter and provide information. This list also includes organizational equipment. To ensure that staffing of the personnel management system from the technical side is carried out efficiently, it is necessary to ensure an increase in the productivity of employees. For this, tasks deduced by the economic-mathematical method are usually used. Indeed, it is this technique that gives a more complete and accurate result, presenting calculations taking into account the events in real time. Technological processes take place in several stages. The management service uses them to carry out their activities more quickly and efficiently.
Management by technical means
First of all, tools are used to collect and register information. These devices prepare data on what the personnel reserve is, register all the necessary information and collect it in one place. They are designed to convert data into the desired form, which can then be used for further data processing.
Next, use the technique to transmit information within the organization. These are telephone, teletype and facsimile communications. With their help, you can transfer information between departments and branches of the enterprise.
In order to conduct personnel records in the organization, the personnel department also needs funds that will allow it to store all the necessary information. Mainly for this use file cabinets and external media. With their help, information is stored for a long time.
Computer technology helps to process stored information. This equipment can be considered the main one in the complex of technical means for managing employees. It is this equipment that allows you to turn the data that make up the personnel reserve into the type of information that is necessary to make management decisions.
Means are also needed to provide information available for processing by human resources. It is with the help of printing, voice and video devices that employees will be able to use information in a form that is acceptable to human perception.
These are only the most important and conditionally significant technical means necessary for working with personnel. The fact is that different equipment and techniques are needed for various structures and companies. It all depends on the area in which the company operates and what goals it pursues. In each organization, the personnel service, personnel policy are different, and this must be taken into account. Therefore, choosing a type, model and other characteristics of equipment, many factors should be considered.
Normative and methodological support
This type of collateral is a collection of documentation of various nature. This may include organizational, methodological, administrative, technical, economic documents. It is also reference information, rules of the organization, labor standards and the like. In general, all the necessary information that is required for management. It is with its help that an assessment of personnel management is carried out.
Legal support
For him, they use forms and means of legal impact on UP facilities. This is necessary to increase the efficiency of employees. Legal support may be provided by management. In some cases, part of the responsibilities are transferred to the small authorities. Usually they are assigned to perform one or more legal support functions. It all depends on how big the company is and how much work needs to be done. In large organizations, there is a legal department that deals with such issues or is the main one for solving such problems. Mostly personnel problems arise against the background of the fact that work is carried out directly with people. In this regard, only when taking into account clearly regulated rights and obligations, the personnel department will be able to carry out its activities. After all, his duties include the hiring of employees, appointment, transfer to other departments. And the main task of the management service is to prevent conflicts and take into account all the rights of employees.
There are laws, acts and norms in the legislation of the country, allowing to resolve such issues. At the same time, additional requirements for personnel are put forward in each organization, and this must be taken into account. Therefore, the responsibilities of the legal department may include the development of projects, examination of the documents submitted for compliance with the law, organization of work with data, clarification to employees of their rights and obligations. Thus, the work of the legal department is extremely important for personnel management in large enterprises and large companies.