Research and Design on EHR Management System of Ministry of Foreign Affairs

1、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

2、 university北京外國語大學網絡教育學院學士學位論文誠信聲明本人鄭重聲明： 所呈交的學士學位論文，是本人在導師的指導下，獨立進行研究工作所取得的成果。論文所涉及的項目為本人親自負責或者參與實施的項目。除文中已經注明引用的內容外，本論文不含任何其他個人或集體已經發(fā)表或撰寫過的作品成果。本人完全了解本聲明的法律結果由本人承擔。學士學位論文作者簽名：李岳 日期：2009年5月20日摘要在以網絡為主導的新形勢下，組織管理也經歷著來自全球一體化的沖擊和挑戰(zhàn)。外交部作為我國政府部門之一，人事管理方式也經歷了電子化和網絡化的沖擊。外交部干部司具體負責外交部的人事管理工作，隨著外交事業(yè)的發(fā)展，工作任務

3、同樣面臨著前所未有的迅速增長。我所在的干部司綜合處有7名工作人員，管理著外交部12000多名在職和離退休干部的信息維護，員工的工作壓力逐年增大?，F有的單機版小型人力資源管理軟件已不能滿足需要，急需一套成熟的大型應用系統(tǒng)將以上人員的信息進行電子化處理，以實現有效的數據共享，并將現有的人事管理流程整合到新系統(tǒng)當中，實現自動化處理。出于對計算機技術和網絡應用的理解，本論文提出假設，認為提高工作效率、減少工作壓力與改進現有工作程序密切相關。本論文通過設計一個新的網絡化應用系統(tǒng)，將經過分析整理的人員信息導入到新的大型網絡數據庫系統(tǒng)中，同時協(xié)調現有其它部門，實現人事管理流程的電子化與自動化處理，如出回國手

4、續(xù)的“一站式”辦理。目的是力求最大限度地共享資源，減少人力浪費，提高工作效率。項目從2008年3月起執(zhí)行，歷時一年。整個項目分為三個階段：1、通過與有關部門協(xié)商、咨詢有關專家，確立項目。通過用戶需求調研、swot分析等掌握用戶需求，從而確立目標。2、擬定具體步驟和內容，項目執(zhí)行期間進行全程跟蹤和監(jiān)控,使項目得以順利地按計劃執(zhí)行。3、對程序進行測試和使用，并對項目進行評估。檢查其是否達到了預期的設想和目標。從系統(tǒng)的總體性能和項目執(zhí)行前后的完成工作量對比來看，項目達到了預期的設想和目標，有效地提高了工作效率。此項目的成功實施不僅解決了目前日益增加的工作效率問題，同時，通過這次項目的設計、實施和評估

5、過程，也可為今后以創(chuàng)新的思想和嚴謹的科學態(tài)度不斷改進工作積累實踐經驗。關鍵詞：電子化；人力資源管理；e-hr；外交部；干部司綜合業(yè)務系統(tǒng)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

6、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

7、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

8、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 impr

9、oving 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

10、 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 coo

11、rdinating 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

12、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 prova

13、ble 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: i

14、t 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 nee

15、ds 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 activitie

16、s . 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

17、.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 -ap

18、pendix 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 ove

19、r 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 develop

20、ment 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 man

21、agement. 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 abr

22、oad 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

23、 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 techno

24、logy 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

25、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: developm

26、ent, 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 consult

27、ed 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. ,200

28、2) 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

29、, 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. th

30、e 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 projec

31、t 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 bet

32、ween 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 perform

33、s 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

34、 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 minis

35、tries 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 secti

36、ons 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 res

37、ource 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

38、 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.

39、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,

40、 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 cost

41、s 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

42、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-h

43、r 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, an

44、d 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

45、 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 depa

46、rtments. 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 depa

47、rtment 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 profilestren

48、gthsweaknessesall 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 suc

49、cessful 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 intern

50、et 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 relate

51、d 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 tryi

52、ng 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 hypo

53、thesized 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 solu

54、tion 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