ASSESSMENT TOOL FOR HUMAN RESOURCES MANAGEMENT …

Assessment Tool for Human Resources Management Records and Information Systems

Jurisdiction Assessed

Purpose of Assessment

Date Assessed Name and Office of Assessor

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Assessment Tool for Human Resource Management Records and Information Systems

Contents

Introduction Organization of the Assessment Tool How to Use this Assessment Tool

Assessment Tool

Section 1:

Public Service Overview [this section may be removed] 1 Scope of the Public Service 2 Public Service Employment Legislation 3 Public Service Employment Numbers and Wage Bill 4 Public Service Management Structure 5 Public Service Reform Priorities

Section 2:

Management Environment 6 Legal and Institutional Framework for Managing Records and Information 7 Responsibilities for Records and Information Management 8 Records and Information Management Policies and Standards, Procedures, and Facilities and

Maintenance 9 Training and Competencies 10 Information Technology (IT) Systems

Section 3:

Functions and Processes 11 Controlling and Tracking Posts and Numbers of Employees 12 Recruitment, Promotion, and Transfer 13 Career Paths and Training 14 Payroll Administration 15 Individual Performance Management 16 Service Standards and Measurement 17 Enforcement and Disciplinary Issues

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18 Downsizing 19 Pension Arrangements Glossary of Records and Information Management Terms

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Introduction

Accurate records are vital to support the rule of law, strengthen democracy, and promote economic and social development. Within human resource management systems, records underpin accountability and transparency, and they provide the essential information that enables the public service to operate effectively and public sector employees to be managed fairly and effectively. Human resource records are essential for the proper management of resources and the promotion of anticorruption strategies, and to demonstrate good governance in the use of human resources.

A range of legal, political, economic, and cultural factors shape the administrative arrangements for payroll and personnel management in World Bank client countries. The companion case studies prepared as part of the Evidence-Based Governance in the Electronic Age project provide examples of the different systems that can be found. What is considered `best practice' in one country may not be a `good fit' in another. There can be no single or `right' way of performing human resource management functions, although there may be agreement on the broad objectives including, for example, correcting fiscal imbalances, improving pay and career structures, and improving governance and service delivery.

Similarly, there are many different ways of creating, gathering, organizing, storing and retrieving the information and records needed to support human resource management functions. This assessment tool does not prescribe a single approach to managing personnel and payroll-related information and records. Rather it draws upon the broad principles that need to be followed to support effective and efficient administration of the human resource management function. Where relevant, references are made in the tool to the appropriate principle or standard as defined in International Standard ISO 15489-1: Information and documentation ? Records management (2001). This approach to assessing the human resource management function leaves room for many different ways of managing personnel and payroll records and information, while at the same time providing a methodology for determining whether systems in particular countries are consistent with general principles and serve the needs of good human resource management. The results of this assessment can then feed into wider institutional analyses that provide the basis of dialogues between client country governments, donors, and civil society. To support wider institutional analysis, this assessment tool has been designed to work with the Administrative and Civil Service Assessment Tool and Preparing for Civil Service Pay and Employment Reform: A Primer [full bibliographic reference].

Organization of the Assessment Tool

The assessment tool is divided into three sections. The first section, `Public Service Overview', focuses on the scale, scope, and structure of the public service in question, in order to guide the assessor in gathering the contextual information needed to

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evaluate records and information systems properly and design effective improvements. The second section, `Management Environment', deals with the overall framework of laws and regulations, policies, and systems that determine how records and information should be managed, and the resources and capacity needed to manage them. The third section, `Functions and Processes', focuses on the actual human resource management functions that are supported by records and information systems. Within these three sections, the tool is subdivided as follows: Section 1: Public Service Overview [this section may be removed] 1 scope of the public service 2 public service employment legislation 3 public service employment numbers and wage bill 4 public service management structure 5 public service reform priorities

Section 2: Management Environment 6 legal and institutional framework for managing records and information 7 responsibilities for records and information management 8 records and information management policies and standards, procedures, and facilities and maintenance 9 training and competencies 10 information technology (IT) systems

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