Research and Design on E-HR Management System of Ministry of Foreign Affairs.doc

research and design on e-hr management system of ministry of foreign affairssubmitted by li yuestudent id number w2006b1001b0070supervised by suo huana paper submitted in partial fulfillment of the requirements of the degree of bachelor of artsthe institute of online educationbeijing foreign studies university北京外国语大学网络教育学院学士学位论文诚信声明本人郑重声明： 所呈交的学士学位论文，是本人在导师的指导下，独立进行研究工作所取得的成果。论文所涉及的项目为本人亲自负责或者参与实施的项目。除文中已经注明引用的内容外，本论文不含任何其他个人或集体已经发表或撰写过的作品成果。本人完全了解本声明的法律结果由本人承担。学士学位论文作者签名：李岳 日期：2009年5月20日摘要在以网络为主导的新形势下，组织管理也经历着来自全球一体化的冲击和挑战。外交部作为我国政府部门之一，人事管理方式也经历了电子化和网络化的冲击。外交部干部司具体负责外交部的人事管理工作，随着外交事业的发展，工作任务同样面临着前所未有的迅速增长。我所在的干部司综合处有7名工作人员，管理着外交部12000多名在职和离退休干部的信息维护，员工的工作压力逐年增大。现有的单机版小型人力资源管理软件已不能满足需要，急需一套成熟的大型应用系统将以上人员的信息进行电子化处理，以实现有效的数据共享，并将现有的人事管理流程整合到新系统当中，实现自动化处理。出于对计算机技术和网络应用的理解，本论文提出假设，认为提高工作效率、减少工作压力与改进现有工作程序密切相关。本论文通过设计一个新的网络化应用系统，将经过分析整理的人员信息导入到新的大型网络数据库系统中，同时协调现有其它部门，实现人事管理流程的电子化与自动化处理，如出回国手续的“一站式”办理。目的是力求最大限度地共享资源，减少人力浪费，提高工作效率。项目从2008年3月起执行，历时一年。整个项目分为三个阶段：1、通过与有关部门协商、咨询有关专家，确立项目。通过用户需求调研、swot分析等掌握用户需求，从而确立目标。2、拟定具体步骤和内容，项目执行期间进行全程跟踪和监控,使项目得以顺利地按计划执行。3、对程序进行测试和使用，并对项目进行评估。检查其是否达到了预期的设想和目标。从系统的总体性能和项目执行前后的完成工作量对比来看，项目达到了预期的设想和目标，有效地提高了工作效率。此项目的成功实施不仅解决了目前日益增加的工作效率问题，同时，通过这次项目的设计、实施和评估过程，也可为今后以创新的思想和严谨的科学态度不断改进工作积累实践经验。关键词：电子化；人力资源管理；e-hr；外交部；干部司综合业务系统abstractunder the new circumstances of network-led development, organizational management is also experiencing the impact and challenges brought by globalization. changes in the personnel management approach in the foreign ministry will surely have profound impact on the reform of the electronic and network management system in china, while boosting the core competence of the ministry itself.the department of personnel is in charge of personnel management of the ministry and chinas overseas diplomatic missions. the integrated office of the personnel department which i work for is responsible for maintaining more than 12000 personal information records. there is only one stand-alone management software which can not fulfill the needs of data sharing and real-time data changes. this thesis presents a detailed account of a project that is specially designed to enhance efficiency by building a comprehensive human resource database and integrate personnel management processes into new network operation system. it was hypothesized that if the problems are related to the outdated procedures and management model, then improving the system with the recent network technology will satisfy our demand.my project was design a new network operation system called comprehensive management system (hereinafter as cms) and import related human resource information into network-related database; cooperating with other departments at same time to achieve electronic and automatic processing. the aim of this project was improving our working efficiency to fulfill our constantly increased working tasks.the project has been implemented during march, 2008 to march, 2009. it has been divided into three stages. stage 1 includes coordinating with other departments, consulting the experts to establish the project, by user needs analysis and swot analysis to confirm the goal of the project. stage 2 includes designing details of the programs and monitoring of the implementation progress. stage 3 includes testing and revising the new system, evaluating and checking results of the project.the result of the implementation has been analyzed according to the related data. it was shown that the system has excellent performance and our working efficiency have been increased. the methods used were suitable, the hypothesis was provable and the project was successful. furthermore, we have obtained experiences for our future work with new technology by implementation of this project. we should also continually accumulating practical experience by seeking innovative ideas of improvements to deal with future work task.key words: it application; hr management; e-hr; ministry of foreign affairs; comprehensive management system of the personnel departmenttable of contentstable of contentspages1. introduction2. summary of the preliminary research. 2.1 problem . 2.2 problem analysis 2.2.1 organizations current situation 2.2.2 needs and wants analysis 2.2.3 swot analysis 3. project objective and hypothesis3.1 project objective3.2 project hypothesis4. project rationale5. project design 5.1 planning of activities 5.1.1 activities planned to take place. 5.1.2 critical path of the planned activities 5.1.3 time-scale of activities . 5.1.4 people involved and their responsibilities 5.2 cost analysis 5.3 plan for monitoring and evaluation of the project - 5.3.1 monitoring plan - 5.3.2 evaluation plan - 5.4 risk analysis - 5.4.1 the potential risks analysis - 5.4.2 protective measures to be taken -6. project implementation - 6.1. general introduction - 6.2 detailed software programming -7. troubles and findings - 7.1. troubles meet in the project - 7.2. findings and discussions -8. conclusion -bibliography -appendix i: the project framework -appendix ii: activity timeline -appendix iii: customer needs analysis report -appendix iv: user testing outline -appendix v: project progressive checklist -research and design on e-hr management system of ministry of foreign affairs1. introduction the ministry of foreign affairs (mfa) was founded in 1949. it consists of 28 departmental units and over 5000 serving staffs and over 7000 retirees. the personnel management of mfa is following the traditional way until the coming of information age. with deepened reform of the public administration system, the government is changing its function from public administration to public management, leaving space for creative development of hr management in public institutions. manually operation in hr management is no longer fitted in the rapid changing world.im a deputy director of the personnel department of mfa. im in charged of the integrated office, which is responsible for the information technology in human resource management. the office has 7 staff members, 4 of them are responsible for documents and telegraphs management, only 3 (including the author) are responsible for maintaining the personnel records of mfa. we are facing the problems when maintaining over 12,000 personal records, over 8000 person-times abroad and rotation procedures and 600 persons for promotion procedures each year. our staffs always complained for the heavy workload and low efficiency.in order to improve the efficiency of administrative management in hr department, the author discussed with colleagues and consulted the experts from human resource management. the scientific research methods of questionnaires and swot analysis bas been adopted.after user needs analysis and swot analysis, we hypothesized that the current situation are related to the traditional way of management. we thought the department needs to use new technology to build a hr database and corresponding functional modules. it is believed that electronic-human resource management (e-hr) system can be a solution for the personnel department of mfa facing with management bottlenecks. the goal of this project was improving our working efficiency to fulfill our constantly increased working tasks. i could also gain a lot of experience by integrating computer science knowledge background and management methods, and therefore be more competitive in career developing.as zhang, chengfu says in his book the chinese government information technology: development, problems and prospects, in the course of prevailing trends like globalization, customer orientation and specialization, the companies are aware of the fact that human resources have changed more and more form a cost factor to a success factor. during the research, analysis and design, i consulted a number of relevant literatures. the main methods of analysis were theoretically based on the book of world class english for business book 1&2 (the open university and british council, 2001). i adopted many useful techniques and methods introduced in book practical project design (gu, y.g. ,2002) into the problem solving, project planning and implementing. the book- report on information technology (it) spending for the federal government gave me great guidance on integrating experiences of successful hr systems in the market into our user needs analysis report. at the system design stage, i use the book national organization of personnel management information system- structure of standards (organization department, 2006) as reference to system coding standards. the project was implemented from march, 2008 to march, 2009. the progress has been checked by the activities timeline. the implementation has been monitored by user needs analysis report. the result of the implementation has been tested by system testing report. it has proved that the methods used were suitable, the objective was realistic, the project rational was effective, the hypothesis was provable and the project was feasible.2. problem identification and analysis2.1 current situation2.1.1 internal factors:the ministry of foreign affairs (mfa) came into existence in 1949 when the new china government founded. nowadays mfa consists of 27 departmental units and over 5000 staffs. these staffs are rotating between domestic departments and institutions abroad, such as diplomatic and consular missions overseas. every staff performs tenure system, which means after you work in domestic department for some time, you should go to diplomatic institution overseas and carry on duty for 3-4 years.mfa also performs civil servant institution. which means person work full-time in mfa is called civil servant. civil servants in mfa are found in a well-defined system of ranks. the rank of a civil servant determines what positions he or she may assume in the government, how much political power he or she gets, and the level of benefits in areas such as transportation and healthcare.according to the civil servants act, civil servants are put into levels. these levels are:premier of the peoples republic of chinavice premier of the peoples republic of china and members of the state councilleading roles of ministries or equivalentsassisting roles of ministries or equivalentsleading roles of departments or equivalentsassisting roles of departments or equivalentsleading roles of divisions or equivalentsassisting roles of divisions or equivalentsleading roles of sections or equivalentsassisting roles of sections or equivalentsstaff membersclerksmost of civil servants are under assisting roles of divisions or equivalents level. they are following the promotion system, i.e. junior level civil servants will be promoted to next level within fixed number of years.the personnel department charges of human resource management in mfa. the duty include recruiting, training, performance assessment, deployment and tenure, supervision, rewards and punishments, promotion, appointment and removal, salary and welfare, personnel file management and retirement. the staffs of personnel department of mfa are working under great pressure because of these duties and quantity of civil servant of mfa. for example, under the tenure system and promotion system, the personnel department of mfa would handle estimated 8000 person-times per year for abroad and rotation procedure and 600 persons for promotion procedure. 2.1.2 external features (pest):the world is developing into globalization and multi-polarization. with the risen of comprehensive national strength, china plays more and more important role in the international politics on the world stage. diplomacy is one of the most important elements of a regime, this also applies to china. the ministry of foreign affairs has the biggest number of civil servant among the chinese government. we spend a lot of administration expenses on managing and maintaining these human resources every year. to improve the efficiency of management will help reduce the costs of administration, and therefore save the money for the national finance.the development of information technology (it) and the spread of internet technology have gradually changed the way how people live and work. applied it is also playing an increasingly important role in all fields, including human resource management. computerized management tools has widely spread and successfully applied in the enterprises and western government organizations. these factors bring possibility and experience for building electronic human resource (e-hr) management system in mfa.2.2 need analysis for e-hr application in mfaunder the new circumstances of network-led economic development, organizational management is also experiencing the impact and challenges brought by globalization. the unique advantage of knowledge capital has increasingly become the core element of organizational development, and hr value is regarded as a significant symbol of overall competitiveness of an organization. as public organizations for social management, government institutions see hr capital as critical to its administrative vigor and efficiency. a brand-new subject, hr development and management in government departments, has been given great attention in all countries. in china, studies and practice in this respect have just started but enjoy a good momentum of development. integration of e-government, network and hr management will bring revolutionary changes to the management level of government departments. like any other development, there will be problems like unbalanced development, insufficient planning, weaknesses in resources integration and information islands. but progress will be made in e-hr on the basis of experience and lessons learnt. the ministry of foreign affairs is a core department of the governmental organizations of china. changes in the personnel management approach in the foreign ministry will surely have profound impact on the reform of the administrative and management system in china, while boosting the core competence of the ministry itself.2.2 swot profilestrengthsweaknessesall the civil servants in mfa are high-quality person and can easily adapt to new management systemwell-defined system of ranks makes the system easily digitalized.the staffs in the personnel department have passion and faith and wish to improve the efficiency of management.lack of successful experience in e-hr management system lack up experienced person in hr administrationlack of it professionals who knows how to design the systemlimited budget for administrating softwareopportunitiesthreatssupport form senior leadershipemerging it application and new technologyflexible internet connectivitylimited time for the projecthi-demands on civil servants administrationlack of success stories at the same industry3. project objective and hypothesis3.1 project goal and objectivethe goal of this project was improving our working efficiency by consolidating all the information related to hr management and form a unified data resource to fulfill our constantly increased working tasks. i could also gain a lot of experience by integrating computer science knowledge background and management methods, and therefore be more competitive in career developing. on this basis, we are trying to design a comprehensive database holding all the data related to hr and an automatic data-processing system to handle the daily chore, such as one-stop personnel management.3.2 project hypothesisstatistics has shown that 80% of western governments have applied the e-government function. we hypothesized that the heavy workload of our department are related to the traditional way of management. we thought the department needs to use new technology to build a hr database and corresponding functional modules. it is believed that electronic-human resource management (e-hr) system can be a solution for the personnel department of mfa facing with management bottlenecks. after the application software has been set up, we could not only save a considerable mount of labor force on the daily chores but also get auxiliary decision support tools by analyzing the personnel data from hr database, so that we can focus on strategic hr capital plan and promotion, and finally increase overall competitiveness of an organization.4. project rationaleas hr value is regarded as a significant symbol of overall competitiveness of an organization, hr management also supported by the s