One department in the hospitality sector that can be improved by establishing a

computerized/digital system is the Human Resources (HR) department. Implementing a

computerized HR system can significantly enhance and improve the department's procedures
by streamlining processes, increasing efficiency, and providing better access to information.
Here's a simple computerized diagram illustrating the specific procedures of the HR
department:

HR Department Procedures

+----------------------+
Employee
| Information
| Computerized HR
Management
| Employee Information | System

| Management |

Key Features:

| - Employee Records |

| - Attendance |
| Benefits and |
| - Payroll |
| Compensation |
|
| - Training |
| Management
| - Evaluations
 Performance |
| Employee Self-
| Management
Service Portal

| Employee Self-
Service Portal
+---------v----------+

Integration with |
Other Systems

| Data Security and

Privacy

Explanation of the diagram:

Employee Information Management: The computerized HR system serves as a centralized

database for managing employee information, including personal details, contact information,
employment history, and qualifications (Collins, 2021). Employee Information Management
refers to the systematic collection, organization, and maintenance of employee-related data
within an organization. It involves managing various aspects of employee information,
including personal details, employment history, contact information, job roles and
responsibilities, performance records, and other relevant data.

Employee Information Management typically involves the following tasks:

Data Collection: Gathering and compiling employee data, such as personal information
(name, address, contact details), employment details (start date, position, department),
educational qualifications, certifications, and emergency contacts.

Data Storage and Organization: Storing employee information in a secure and centralized
database or HR information system (HRIS). This ensures easy access, efficient retrieval, and
proper organization of employee data.

Data Maintenance and Updates: Regularly updating and maintaining employee records to
reflect changes in personal information, job titles, promotions, transfers, and other relevant
details. This ensures the accuracy and currency of the employee database.

Confidentiality and Data Security: Implementing measures to ensure the confidentiality and
security of employee information. This includes restricting access to authorized personnel,
using secure servers or cloud-based systems, and adhering to data protection and privacy
regulations.

Reporting and Analytics: Extracting and analyzing employee data to generate reports and
insights. This can help HR professionals make informed decisions regarding workforce
planning, performance management, training needs, and other HR initiatives.

Compliance: Ensuring compliance with legal and regulatory requirements regarding

employee data management, such as data protection laws, privacy regulations, and industry-
specific guidelines.

Key Features: The computerized HR system includes various modules and features such as
employee records, attendance tracking, payroll processing, training management, and
evaluations/rating system based on punctuality, cleanliness, or quality services.
Benefits and Compensation Management: The system handles employee benefits
administration, such as insurance plans, leave management, and compensation calculations.
Benefits and Compensation Management refers to the strategic planning, administration, and
oversight of employee benefits and compensation programs within an organization. It
involves designing and implementing comprehensive benefits packages and compensation
structures that attract, retain, and motivate employees while aligning with the organization's
goals and budget (Chaudhary, 2020).

Here are key aspects of Benefits and Compensation Management:

Benefits Administration: This involves managing employee benefits programs such as health
insurance, retirement plans, vacation and leave policies, disability coverage, wellness
programs, and other perks. It includes selecting appropriate benefit providers, negotiating
contracts, educating employees about available benefits, and handling enrollment and claims
processes (Chaudhary, 2020).

Compensation Structure: Establishing a fair and competitive compensation structure is

crucial. This includes defining salary ranges, job classifications, pay scales, and incentive
structures. It involves conducting market research to ensure salaries are competitive and align
with industry standards.

Performance-Based Compensation: Implementing performance-based compensation

programs, such as merit-based pay raises, bonuses, or profit-sharing, to reward employees
based on their individual performance and contributions to the organization's goals.

Total Rewards: Developing a comprehensive total rewards strategy that encompasses both
monetary and non-monetary rewards. This includes recognition programs, career
development opportunities, flexible work arrangements, and work-life balance initiatives.

Compliance with Regulations: Ensuring compliance with employment laws and regulations
related to compensation and benefits. This includes adhering to minimum wage laws,
overtime regulations, equal pay laws, and other relevant legal requirements.

Communication and Education: Effectively communicating benefits and compensation

programs to employees, providing them with clear information about their options, eligibility
criteria, and any changes or updates. This may involve conducting employee education
sessions, distributing benefits handbooks, or utilizing online platforms for information
dissemination (Stone, Cox, & Gavin, 2020).
Data Analysis and Benchmarking: Conducting regular analysis of compensation and benefits
data to evaluate program effectiveness, identify areas for improvement, and ensure
competitiveness within the industry. Benchmarking against industry standards and
competitors can help inform decisions regarding adjustments or enhancements to
compensation and benefits offerings.

Effective Benefits and Compensation Management contributes to employee satisfaction,

engagement, and retention. It helps attract top talent, motivates employees to perform at their
best, and creates a positive work environment that supports employee well-being and career
growth.

Performance Management: The system facilitates performance evaluations, goal setting,

and feedback processes, enabling HR to track and manage employee performance effectively.
Performance Management is a systematic process that involves setting clear performance
expectations, evaluating employee performance, and providing feedback and support to
enhance productivity and achieve organizational goals. It encompasses various activities and
strategies aimed at effectively managing and improving employee performance within an
organization (Stone, Cox, & Gavin, 2020).

Here are the key components and steps of Performance Management:

Goal Setting: Performance Management begins with establishing performance goals and
objectives that are specific, measurable, attainable, relevant, and time-bound (SMART goals).
These goals should align with the overall strategic objectives of the organization.

Performance Planning: This involves discussing performance expectations, job

responsibilities, and performance measures with individual employees. It includes clarifying
roles, setting performance targets, and identifying the resources and support needed to
achieve those goals.

Ongoing Communication: Regular and open communication between managers and

employees is crucial for effective Performance Management. This includes providing
feedback, guidance, and support throughout the performance period, addressing any issues or
challenges, and fostering a collaborative working relationship (Mousa, & Othman, 2020).
Performance Monitoring: Managers continuously monitor employee performance to assess
progress towards goals. This can involve tracking key performance indicators, reviewing
project outcomes, observing work quality, and utilizing performance management software or
tools to gather data.

Performance Evaluation: Periodic performance evaluations or reviews are conducted to

assess employee performance based on predetermined criteria and performance measures.
These evaluations can be conducted annually, biannually, or more frequently based on
organizational requirements.

Feedback and Coaching: Managers provide constructive feedback to employees on their

performance, highlighting strengths and areas for improvement. Coaching and mentoring are
utilized to support employees in developing their skills, addressing performance gaps, and
achieving their goals (Chaudhary, 2020).

Performance Recognition and Rewards: Recognizing and rewarding exceptional performance

is an important part of Performance Management. This can be done through verbal praise,
formal recognition programs, financial incentives, promotions, or career development
opportunities.

Performance Improvement: If an employee's performance falls below expectations,

Performance Management includes identifying performance gaps and implementing
performance improvement plans. These plans outline specific actions, timelines, and support
mechanisms to help employees enhance their performance (Collins, 2021).

Training and Development: Performance Management involves identifying training and

development needs to enhance employee skills and competencies. This can include providing
opportunities for learning, offering training programs, or supporting employees in attending
conferences and workshops.

Performance Documentation: Effective Performance Management includes maintaining

accurate and comprehensive records of performance discussions, evaluations, feedback, and
any performance-related incidents. Documentation ensures consistency, fairness, and legal
compliance (Stone, et al., 2020).

By implementing a robust Performance Management system, organizations can improve

employee performance, enhance employee engagement and satisfaction, identify areas for
growth and development, align individual efforts with organizational goals, and create a
culture of continuous improvement and accountability.

Employee Self-Service Portal: Employees can access the system through a self-service
portal, enabling them to view and update personal information, submit leave requests, access
pay stubs, and participate in training programs.

Reporting and Analytics: The system provides reporting and analytics capabilities, allowing
HR to generate insights on various metrics, such as employee turnover, training effectiveness,
and performance trends. HR reporting and analytics can help organizations understand their
workforce composition, including demographics, skills, and experience levels. This
information aids in strategic workforce planning, identifying talent gaps, succession planning,
and making informed decisions regarding recruitment, training, and development (Stone, et
al., 2020).

Analytics can improve the efficiency and effectiveness of recruitment processes. By

analyzing data on candidate sourcing channels, time-to-hire, cost-per-hire, and candidate
quality, HR professionals can optimize recruitment strategies, identify successful sourcing
methods, and align recruitment efforts with organizational goals. Reporting and analytics
enable HR to assess and monitor employee performance (Mousa, & Othman, 2020). By
analyzing performance metrics, such as key performance indicators (KPIs), goal
achievement, performance ratings, and feedback, HR can identify high-performing
employees, address underperformance, and design targeted development plans.

Surveys and feedback data can be gathered and analyzed to assess employee engagement and
satisfaction levels. HR can use analytics to identify factors influencing engagement, measure
the impact of engagement initiatives, and make evidence-based decisions to improve
employee experience and retention. Reporting and analytics help HR evaluate the
effectiveness of training and development programs (Stone, et al., 2020). By analyzing
training completion rates, skills development, and performance improvements, HR can
identify skill gaps, assess training ROI, and refine learning initiatives to align with business
needs.
Analytics can help HR track and analyze absence and leave patterns, such as sick leave,
vacation time, and other time-off requests. This data assists in managing workforce capacity,
identifying trends, managing leave policies, and addressing excessive absenteeism (Collins,
2021). HR analytics supports compensation and benefits management by providing insights
into salary benchmarks, pay equity, benefit utilization, and total rewards effectiveness (Stone,
et al., 2020). This information helps HR make informed decisions regarding compensation
structures, incentive programs, and benefit offerings.

Reporting and analytics assist HR in monitoring compliance with labor laws, regulatory
requirements, and internal policies. By analyzing data related to workforce demographics,
employee records, and compliance incidents, HR can identify potential risks, implement
proactive measures, and ensure adherence to legal and ethical standards (Collins, 2021). HR
reporting often involves developing dashboards and visualizations that present key HR
metrics and indicators. These dashboards provide HR professionals and organizational
leaders with real-time insights into workforce trends, turnover rates, diversity metrics,
recruitment progress, and other HR-related data.

Integration with Other Systems: The computerized HR system can be integrated with other
systems, such as time and attendance systems or financial systems, to ensure seamless data
flow and eliminate manual data entry.

Data Security and Privacy: The system incorporates robust security measures to protect
sensitive employee data and ensure compliance with privacy regulations. Data security refers
to the protection of data from unauthorized access, use, disclosure, disruption, modification,
or destruction. It involves implementing measures to prevent data breaches, hacking, and
other malicious activities (Chaudhary, 2020). Data security measures may include encryption,
access controls, firewalls, secure storage, and regular system updates.

Data privacy focuses on individuals' rights to control their personal information, including
how it is collected, used, stored, and shared. Privacy regulations, such as the General Data
Protection Regulation (GDPR) in the European Union, aim to safeguard individuals' privacy
rights by imposing obligations on organizations that handle personal data (Stone, et al.,
2020). Privacy practices involve obtaining consent for data collection, providing transparency
about data usage, and enabling individuals to exercise their rights regarding their personal
data.
By implementing a computerized HR system, the department can automate manual processes,
reduce paperwork, enhance data accuracy, improve communication, and enable HR
professionals to focus on strategic initiatives rather than administrative tasks.
 REFERENCES
Chaudhary, R. (2020). Green human resource management and employee green behavior: an
empirical analysis. Corporate Social Responsibility and Environmental Management,
27(2), 630-641.

Collins, C. J. (2021). Expanding the resource based view model of strategic human resource
management. The International Journal of Human Resource Management, 32(2),
331-358.

Mousa, S. K., & Othman, M. (2020). The impact of green human resource management
practices on sustainable performance in healthcare organisations: A conceptual
framework. Journal of cleaner production, 243, 118-95.

Stone, R. J., Cox, A., & Gavin, M. . (2020). Human resource management. John Wiley &
Sons.