Purpose:

Provide a structured approach to ensure optimal structuring, placement, decision rights and skills of human resources. This includes communicating the defined roles and responsibilities, learning and growth plans, and performance expectations, supported with competent and motivated people.

Objective:

Optimize human resources capabilities to meet enterprise objectives.

Description:

The term human resources (HR) describes the people who make up the workforce of a company or organization. In the business world, human resources is the department responsible for recruiting and training staff, developing workplace policies, administering employee benefits, and motivating employees to stay with the organization. A human resource is a person (human) or employee that works for an organization. Employees are resources that further the goals of the company by providing labor. Human resources refers to all the employees of an organization.

Human resource management (HRM) is a general term that describes the development and management of employees within an organization with the aim of increasing its effectiveness. HRM is sometimes called personnel management or talent management, all of which refer to the process of overseeing human capital (employees). HRM is overseen by the human resources department.

Human resource management has come a long way from simply providing employees with training and information. Overseeing a workforce requires adaptation and finesse. Once hired, employees need to be trained, compensated, motivated, engaged, managed, developed, and retained. HR departments have also shifted their focus to develop and implement meaningful solutions that impact the business in a positive way. As such, many companies have outsourced traditional HR roles including recruitment, payroll, dispute resolution, safety, and even office policies.

Inputs:

• Approved resources plan
• Guiding principles for allocation of resources and capabilities
• Remedial actions to address resource management deviations
• Definition of supervisory practices
• Budget communications
• IT budget and plan
• Reward system approach
• Remedial actions to address resource management deviations
• Published knowledge repositories
• Knowledge awareness and training schemes
• Monitoring results of skills and competencies
• Training requirements
• Reward system approach
• Recognition and reward program
• Aligned HR performance objectives
• HR performance review results
• Allocated access rights
• Communication of resourcing strategies
• Feedback on allocation and effectiveness of resources and capabilities
• Budget allocations
• Resource utilization records
• Resource requirements and roles
• Project resource requirements
• Resource Requirements and roles
• Project resource requirements
• Communication of program retirement and ongoing accountability
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Outputs:

• Staffing requirement evaluations
• Competency and career development plans
• Personnel sourcing plans
• List of key personnel
• Skills and competencies matrix
• Skills development plans
• Review reports
• Personnel goals Internal
• Performance evaluations Internal
• Improvement plans Internal
• Inventory of business and IT human resources
• Resourcing shortfall analyses
• Resource utilization records
• Contract staff policies
• Contract agreements
• Contract agreement reviews

Controls:

• Enterprise goals and objectives
• Enterprise HR policies and procedure
• Enterprise goals and objectives
• Enterprise organization structure

Task Instructions:

Maintain Adequate and Appropriate Staffing

1. 1. Evaluate staffing requirements on a regular basis or upon major changes to ensure that the:
      • IT function has sufficient resources to adequately and appropriately support enterprise goals and objectives
      • Enterprise has sufficient resources to adequately and appropriately support business processes and controls and IT-enabled initiatives
   2. Maintain business and IT personnel recruitment and retention processes in line with the overall enterprise’s personnel policies and procedures.
   3. Include background checks in the IT recruitment process for employees, contractors, and vendors. The extent and frequency of these checks should depend on the sensitivity and criticality of the function.
   4. Establish flexible resource arrangements to support changing business needs, such as the use of transfers, external contractors, and third-party service arrangements.
   5. Ensure that cross-training takes place, and there is back up to key staff to reduce single-person dependency.

Identify Key IT Personnel

1. 1. Minimize reliance on a single individual performing a critical job function through knowledge capture (documentation), knowledge sharing, succession planning, staff backup, cross-training, and job rotation initiatives.
   2. As a security precaution, provide guidelines on a minimum time of annual vacation to be taken by key individuals.
   3. Take expedient actions regarding job changes, especially job terminations.
   4. Regularly test staff backup plans.

Maintain the Skills and Competencies of Personnel

1. 1. Define the required and currently available skills and competencies of internal and external resources to achieve enterprise, IT, and process goals.
   2. Provide formal career planning and professional development to encourage competency development, opportunities for personal advancement, and reduced dependence on key individuals.
   3. Provide access to knowledge repositories to support the development of skills and competencies.
   4. Identify gaps between required and available skills and develop action plans to address them on an individual and collective basis, such as training (technical and behavioral skills), recruitment, redeployment, and changed sourcing strategies.
   5. Develop and deliver training programs based on organizational and process requirements, including requirements for enterprise knowledge, internal control, ethical conduct, and security.
   6. Conduct regular reviews to assess the evolution of the skills and competencies of the internal and external resources. Review succession planning.
   7. Review training materials and programs on a regular basis to ensure adequacy with respect to changing enterprise requirements and their impact on the necessary knowledge, skills, and abilities.

Evaluate Employee Job Performance

1. 1. Consider functional/enterprise goals as the context for setting individual goals
   2. Set individual goals aligned with the relevant process goals so that there is a clear contribution to IT and enterprise goals. Base goals on SMART objectives (specific, measurable, achievable, relevant, and time-bound) that reflect core competencies, enterprise values, and skills required for the role(s).
   3. Compile 360-degree performance evaluation results.
   4. Implement and communicate a disciplinary process.
   5. Provide specific instructions for the use and storage of personal information in the evaluation process in compliance with applicable personal data and employment legislation.
   6. Provide timely feedback regarding performance against the individual’s goals.
   7. Implement a remuneration/recognition process that rewards appropriate commitment, competency development, and successful attainment of performance goals. Ensure that the process is applied consistently and in line with organizational policies.
   8. Develop performance improvement plans based on the results of the evaluation process and identified training and skills development requirements.

Plan and Track the Usage of IT and Business Human Resources

1. 1. Create and maintain an inventory of business and IT human resources.
   2. Understand the current and future demand for human resources to support the achievement of IT objectives and to deliver services and solutions based on the portfolio of current IT-related initiatives, the future investment portfolio, and day-to-day operational needs.
   3. Identify shortfalls and provide input into sourcing plans as well as enterprise and IT recruitment processes. Create and review the staffing plan, keeping track of actual usage.
   4. Maintain adequate information on the time spent on different tasks, assignments, services, or projects.

Manage Contract Staff

1. 1. Implement policies and procedures that describe when, how, and what type of work can be performed or augmented by consultants and/or contractors, in accordance with the organization’s enterprise wide IT procurement policy and the IT control framework.
   2. Obtain formal agreement from contractors at the commencement of the contract that they are required to comply with the enterprise’s IT control framework, such as policies for security clearance, physical and logical access control, use of facilities, information confidentiality requirements, and non-disclosure agreements.
   3. Advise contractors that management reserves the right to monitor and inspect all usage of IT resources, including email, voice communications, and all programs and data files.
   4. Provide contractors with a clear definition of their roles and responsibilities as part of their contracts, including explicit requirements to document their work to agreed-on standards and formats.
   5. Review contractors’ work and base the approval of payments on the results.
   6. Define all work performed by external parties in formal and unambiguous contracts.
   7. Conduct periodic reviews to ensure that contract staff has signed and agreed on all necessary agreements.
   8. Conduct periodic reviews to ensure that contractors’ roles and access rights are appropriate and in line with agreements