Database Management System in Recruitment and Selection, Training and Development, and Addressing Human Resource Management Issues - Case Study Example

DATABASE APPLICATION (DBMS) PROJECT Name Instructor Institution Course Date Introduction Precise data management is indispensable in human resource department administration. Such precision can only be guaranteed if the data storage, processing and retrieval system are effective and dependable. While small and medium size businesses use excel and paper-based systems for managing employee information, a growing business requires more efficient and reliable means of storing critical information. The need to adopt a robust Human resource management system, therefore, comes in handy (Barkin 2007, p119). The principal advantage of database management system is that it is easy to use and saves a lot of time since only one system is required to store bulks of information. Database Management System (DBMS) is a suite of software applications that are combined to enable human resource managers to store, modify and retrieve employees’ information from a database. These systems have been adopted by thousands of companies and employers to save time when recruiting new employees, carrying out performance appraisals that form the basis for promotion and determining the need for professional development. Besides, the system reduces operational burdens and expenses when it is used to serve clients. For example, when making flight reservations online, one provides information that is entered into such systems. This reduces the number of employees required to enter such information and ultimately, the company’s expenses. However, the system must be custom designed to suit the needs of the company. The system helps human resource managers in recruitment of new staff and personnel management activities such as training and development (Marcussen, 2009, p254). Recruitment and selection Using database management system in recruitment and selection is a strategy that integrates and utilizes internet technology to improve effectiveness and efficiency of the process of recruitment. Myriad companies have realized this and have embarked on the evolution journey by integrating computerized recruitment into the hiring process. Computerized recruitment has become widespread with the first wave of innovation being the creation of career sections on corporate web sites. The early innovators enjoyed success of improved recruiting efficiency which catapulted them the ‘employer of choice’ status. Soon after, other companies joined the bandwagon and developed high tech database management systems (Haag, 2008, p 67). Currently, mere possession of a database management system cannot be used as a platform to single out companies. Currently, companies and other organizations are incorporating innovative ways to maintain the competitive edge, especially in the integration of front-end sites with back-end management systems. Recruitment management system has several functions and benefits. First, it facilitates reliable, accurate, faster, and unbiased processing of applications from different applicants. Apart from that, it organizes the entire recruitment process and this reduces cost per hire and time per hire. Besides, it integrates and incorporates the various links like the company’s website, outsourcing recruitment and unsolicited applications to the recruitment process. However, a customized database management system is crucial particularly when hiring massively. For instance, in the growing company that needs to hire 500 workers in one year, several custom adjustments need to be done to the system (Barnes, 2007, 330) First, the system should be linked with the official organization’s website so that people can access the openings and live vacancies easily. The job requirements and specifications should be outlined in the website and this should have application option. It should be designed in a way that by clicking the application slot, the applicant is served with an online form on which they should fill all the required details and upload the academic as well as other relevant documents. To ensure that as many people as possible get the information, there should be an option of sending the advertisement to friends. If a candidate has qualified for more than one post, an option should be provided to choose if they want to be considered for other jobs, or even future openings. These details should then be saved to form part of the recruitment database. This will make recruitment of over 500 employees in one year possible (Elliot, 2005, p129). Training and development This is an organizational activity that is aimed at improving the performance of individuals or groups in an organizational setting. This activity encompasses three activities that include development, training and education. Training and development helps to increase job skills and knowledge of employees hence helping expand the overall personality and intellect of the employees (Barkin 2007, p119). The human resource department is charged with the responsibility of conducting activities which are designed to develop and train personnel. The aim is to address performance related problems or prepare the personnel for management. Development may also be achieved through mentoring, job rotations or coaching. However, a lot of information about the employees needs to be gathered to validate the deed for training and development. Such information can easily be retrieved if the organization has a functional database management system (Barnes, 2007, p330). An appropriate database management system stores information about all employees in an organization. This information include: employees’ bio data, academic qualification profile, professional development courses taken, performance appraisal reports among others. Human resource manager needs to know the need to train employees on how to operate a particular machine which is on the verge of getting commissioned. Such information can only be found in the database (Marcussen, 2009, p254). The database management system designer should consider categorizing employees’ information for ease of retrieval. These categories should be employees’ bio data, academic qualification, appraisal reports, trainings attended, professional development courses taken as well as colleague rating on performance. An employee with poor performance record should be considered for a development course. On the same note, an employee with an outstanding performance record should be considered for training and development for promotion purposes. Therefore, well designed system will make information retrieval easy for human resource managers (Barnes, 2007, 330). Part B: Use of IT to address human resource management issues in DBMS A fabulous airline database system is standards based to help airlines optimize the employee data collection, storage and analysis. Most airliners use information technology to help streamline the recruitment process. These databases can be designed to include web enabled and installable software to help capture a wide variety of applicants. For the airliners, the database management system should be designed to enable applicants to send their resumes directly to the database which are then queried to find the qualified applicants. To narrow the search, the queries should be designed to include specified requirements, keywords, salary and educational requirements (Elliot, 2005, p129). The design should be well built to save all applications to allow airline companies to track information from potential employees. It should also include features to allow the company to schedule dates for interview and send automated or template emails to all applicants who were not selected for interview. As such, time will not be lost in tracking and reviewing of resumes. Skills and good personality are required in all sectors: airline sector is not exceptional. As such, information technology should be employed in the recruitment process to determine the applicant’s skills and personality. This can be achieved by incorporating online assessment and testing to the recruitment process. This can enable the sector to select a smaller number of candidates too invite for an interview (Barkin 2007, p119). Another feature that ought to be incorporated in the recruitment database system is the reception, tracking and assessment of applicants electronically to narrow down the number of candidates. This includes declining of the application even before the organization views the candidates resume. Information technology is also essential in training and development of employees. Need for training and development arises from performance evaluation as well as expansion of the industry. For instance, the airline industry has many employees who must be evaluated quite often to determine their effectiveness. For complete evaluation, sensible standards must be developed and employees must be given common grounds. This can be achieved through generation of rosters (Elliot, 2005, p129). Planning duty rosters can in the airline industry can be quite complex since there are myriad constraints involved. This includes skills, ability to operate equipment, immigration issues, cost and rest periods. To ensure all-round development, the duty roster should be made in a way that allows employees to rotate frequently but appropriately. The human resource managers should use information technology to develop software that makes it possible to develop a duty roster while ensuring that all factors are considered (Barkin 2007, p119). This software will help to coordinate all activities including; operations control, flight scheduling, flight briefing and crew contact. The software may carry features that enable the evaluators to carry out performance evaluation. For example, mistakes done by the employees when rotating in a particular sector should be automatically recorded in the database. Depending on the performance appraisal, the software should grade employees and arrange them from the best to the poorest. This makes it easy to retrieve such data when needed. When sending employees for training on particular areas, the employees who performed poorly in such areas should be given the first priority (Laudon, 2006, p 99). Conclusion Database management system plays an indispensable role in human resource management in many organizations. It not only contributes to the cost effective and time saving recruitment and selection but also helps the human resource managers to manage the personnel smoothly and without discrimination. This has an immense impact on the development of an organization because the personnel form the manure on which organizations grow. Therefore, hiring the right personnel and developing them appropriately is important for the success of the organization. However, such growth can only be realized if information technology is incorporated into human resource management. This integration will enable organizations to establish networks, communicate with employees and partners and serve the customers better. Reference List Barkin, O., 2007. Computer reservation system and airline competition. Journal of tourism management, 6 (3), p33-36). Barnes, S., 2007. Performance enhancement through replication in an object-oriented DBMS. Database Management, 37(2), p. 325–336. Elliot, G., 2005. Business Information Technology, Systems, Theory and Practice Addison. London: Wesley Longman Limited. Haag, S., 2008. Management Information Systems for the Information Age. Boston: McGraw-Hill. Laudon, K., 2006. Essentials of Management Information Systems Organization and Technology in the Networked Enterprise Prentice Hall International. London: New Holland Publishers. Marcussen, R., 2009, Feasibility of a Set-Theoretic Data Structure A General Structure Based on a Reconstituted Definition of Relation. Michigan: University of Michigan Press. Read More