Office Automation (OA)

Author：Angela Hsiung
The era of common use of information technology and cloud computing is coming. There are more and more applications combining various industries with the cloud service. In order to improve the PSI operational efficiency, PSI developed " Office Automation (OA) System". With the help of the automatic built-in function, self-created HR management application, and linkage to the back office attendance system, we can achieve a system of a lower implementation cost.
Factors that influence the HR department are selected when processing Office Automation (OA). In order to achieve the goal of high cost efficiency and maximize the profit, the planning of Office Automation (OA) brings stronger HR management skills, stronger positive impact on HR department management, strategic partners, and employee care.
We re-evaluated and built the system structure of "OA Office Automation". It is mainly composed of three parts: 1. The frontline, "OA office automation program". 2. The back stage, "Personnel unit subsystem and attendance management subsystem". The frontline uses web-based platform, and back stage uses "PHP" operation interface. These would benefit different users to facilitate the use of the system smoothly, such as maintaining the statutory holiday system, setting up the holiday program, setting up the rule of different classes of holiday program, setting up the personal leave program, setting up the sign-leave program, setting up the leave batch program, and setting up the annual leave report. The operation strategy of office automation (OA) needs the staff to execute. Through the effective HR management, it will help the corporate to achieve their strategic goals successfully. Nowadays, people focus more on HR management automation, and the combination of strategic management and strategic HR management is even more important. However, in order to advance to strategic HR management from HR management, the company should emphasize more on promoting management. The proficiency of the HR staff is also equally important.
In the process of introducing the system, the influencing factors include program management, internal organization support, and system users. The expected results of system implementation include the overall effectiveness, management effectiveness, and system function effectiveness. These are all important influencing factors. We expect further an integration through planning in advance, and to analyze the actual practices by importing HR. The process may encounter some expected problems when importing HR, please read below for more explanation:

First phase: automated attendance of overtime

  1. Every weekday, HR downloads staff’s actual attendance data at 11:00 a.m. and then forwards the data to each business unit manager and relevant staff.
  2. On a daily basis, every department should notify the abnormal data, and provide the updated attendance information before 14:00 p.m. Also, every unit should double check the actual approval of overtime hours in the day before. The data should be consistent after the correction.
  3. HR department should finish the correction before 17:00 p.m. daily.
  4. On a daily basis, each department should upload overtime application before getting off duty. In the next day, HR department will download the attendance data and verify it. (For night time shift staff, the procedure of upload overtime application and notify the abnormal data should be completed before 9:00 a.m. in the next morning.)
The first phase of the trial was on 2012/12/3, and the formal execution was on 2013/1/1. Finally, on 2013/1/26, we reached the goal of paperless work.

2. Second phase: automated attendance of holiday leave/personal leave

  1. In late March of 2013, Tom from Pronology Services Inc. proposed a program, which combines leave form and attendance's requirement and specification.
  2. In early June of 2013, the testing started. By the end of June, the problem of the program was reported and corrected.
  3. In early July of 2013, phase 2 testing started.
  4. In the beginning of August 2013, the goal of paperless work was achieved.

[Features]

  1. Assignee systematization
  2. Automatic sign-leave systematization
[Benefit] Attendance automation was completed, replacing the existing paper forms for overtime and leave, and the efficient goal of paperless was achieved.

3. The planning and developing of HR system

HR is the fundamental operation of the enterprise. The primary target today for the operation and management is to improve the efficiency of the HR department, and strengthen its position in the organization. At the same time, HR is an important strategy in the process of organizational development. If we could use the combination of information technology and HR management functions and construct a favorable HR information system, we will advance the company systems integration, and improve the efficiency of data processing and document managing. Therefore we can upgrade the overall performance of HR, and lead the transformation of the role of HR functions.