Employee, Training And Development, Profiling System (ETDPS)
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ABSTRACT
In today’s business world, organizations compete with one another in getting the best possible employee on board. Knowing the fact that employees are company’s most valuable asset, many organizations have started emphasizing on the importance of Employee Management. When one talks about Employee Management, one would probably relate to areas like Management strategies, Training and Development processes, compensation and benefits policies, career succession processes, etc. These are also the key areas where employees themselves have set certain expectations. Often employees would compare and hope that they can find the ideal company that provides and reward them based on those areas fairly and reasonably. If employees find themselves falling into a situation where it seems that they are not appreciated or rewarded, etc. they will eventually grow to become unmotivated, feeling negative towards the company and job, thus affecting their productivity. And when opportunity knocks, they will just leave for another potential job offer.
It is crucial that the company emphasizes on effective employee management if it would like to attract and retain talents. Effective employee management may means having an efficient HR department, with effective HR policies that see positive results from the top down. When it comes to formulating these policies or strategies within the company, it is necessary and important that the management has timely and accurate employee information for analysis and thus decision making. It is often forgotten that behind these tasks, may be a critical and valuable Human Resource Management System, which is helping the organization in achieving its objectives in Employee Management by providing the information needed.
A Human Resource Management System not only helps to keep employees’ detailed information, it also serves as a vital source of information when it comes to decision making. Such management systems these days, store a lot more information that one could possibly imagine. From personnel’s profile details, experiences and competencies, Job profile requirements and skill sets, to training and development requests, and even records, all of which are readily available in one central system. Only a system with rich and accurate information, can a company then make use of it for sound decisions making.
This project aims to develop an Employee, Training and Development, Profiling System for Cibba Specialty Chemical Pte Ltd. The purpose is to improve the current HR day-to-day operations, streamline various processes, etc. with the help of the proposed system in areas like Employee Information Management, Competencies Profiling, and Training Requests, as well as Career Succession process. They realized and agreed that only with a new management system then they can see improvement to their processes and operations, not forgetting the fact that it will also help them in becoming more efficient and effective in their information analysis and decision makings.
CHAPTER 1 INTRODUCTION
1.1 BACKGROUND

In today’s business era, Employees are no longer just tools for the businesses. In order to improve business performances and gain a competitive edge, companies will always try their best to align employees with the business goals and objectives. In most companies, they are considered the most valuable asset the company can possibly have. The success of a company may lie in the hands of the employee these days. If the employee is truly engaged at work, he or she will be able to perform at their best thus contributing to the success of the company in one way or another. However if the employee is not engaged in the company and loses the motivation to succeed or contribute, the effect can be disastrous. The key to preventing such a situation is to invest in them. Show them that they are truly valued; they are truly an asset to the company. Investing in employees is not just about rewarding them, but to develop them so as to be able to align them with their career path.
Employees today are well-informed and have their specific career goals and preferences when it comes to working in a company. On top of that, they are often ambitious, eager to learn or look forward to be developed and paved towards an ideal career with the company. All these make the managing work of Human Resources challenging. Employee Management and Development are the important areas in Investing in Employees. It is typical that a company will have a Human Resource Management System (HRMS) that keep all the records or profile of an employee. One of the important reasons in having a HRMS is for decision making. This kind of system allows the management to extract timely and accurate employee information to make strategic decisions. Another system that a company may have is a Training and Development system or Training Management System (TMS). This kind of systems provides the resources to manage the employee training and career development program. A good training and development plan needs to be well managed in order to be effective. And to manage these programs, it is necessary to have a TMS.
As I have mentioned earlier, a typical company will have a HRMS that manages the employee profile. They may also have a TMS for Training Management. However, it is not common to find one company that has one integrated system for both employee profiling and training management. Reason being is that, such a system is too expensive to implement. The price to implement the solution is often deemed as not worthy or too costly by the company. Nevertheless, having one integrated system is definitely beneficial. With different systems, managers or HR will often have to integrate and reconcile the information gathered before it can be used for analysis or decision making. These processes waste time and money. Having an integrated system not only save time and money, it also helps in producing timely and accurate information for decision making. With a single system, companies will be able to better align employees with objectives, enhance their job fits, and improve their engagement thus increasing their productivity.
This project focuses on implementing an Employee, Training and Development, Profiling System (ETDPS) for Cibba Specialty Chemical Pte Ltd. The company’s Human Resource (HR) is currently having a HRMS with minimal capabilities that manages the employee profile. All information is manually input into the system. This system only keeps normal employee details. It does not include their training details and job competencies. In terms of job competencies matching, they are performing it manually and are handled by various individuals which the end result can be subjective. This process will have to be changed as information will be incorporated into the new system and serves as a guideline or reference.
They do not have a Training Management system to manage the employee’s development. Training records are kept manually if an employee goes for training and has been certified accordingly. In addition, they are relying on manual process in terms of analyzing the training needs of the employees in terms of career progression. Each time there is such a need, the HR personnel will have to analyze the employee’s current information with regards to trainings attended, certificates awarded and job competencies, etc.
All these are time consuming and unproductive. By implementing ETDPS, it will allow the HR to better manage the employee’s profile and their development needs for career succession. The concept of ETDPS is to have all various jobs’ competencies identified and incorporated into the system. The system will then be used to keep profiles of employees, match them to the job position and or grade with the job’s competencies tied to it. When it comes to training management, besides keeping and tracking training requests, it can also be used to identify the various skills, certifications and competencies necessary or applicable for career succession. This system is intended to help the HR and managers, to effectively and efficiently manage the employee’s profile and development needs as they progress in the company, in a non-biased and productive manner.
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