HUMAN CAPITAL MANAGEMENT SYSTEM (HCM): FACTS AND IMPLEMENTATION PROGRESS

HUMAN CAPITAL MANAGEMENT SYSTEM (HCM): FACTS AND IMPLEMENTATION PROGRESS

1. Background

Chapter 4 of the Uganda Vision 2040 focusses on strengthening fundamentals for harnessing opportunities in the Knowledge and ICT sector. Under this Chapter, it is envisioned that “Ultimately, Uganda shall catalyze a whole-of-Government transformation by putting as many as feasible public services online as possible, automating work functions and reducing paperwork for greater internal operational efficiencies”.

The Ministry of Public Service exists to Develop, Manage and Administer Human Resource Polices, Management Systems, Procedures and Structure aimed at facilitating efficient and effective Public Service performance for National development and improved quality of life in Uganda.

Pursuant to the above Vision 2040 ideals, the Ministry of Public Service within the purview of its mandate has implemented a Human Capital Management System (HCM).

Hon. Wilson Muruli Mukasa, the Minister of Public Service launched the HCM Go-live on 17th November 2021 at the Ministry of Public Service. Thereafter, the system has been rolled out in four mock sites comprising Ministry of Public Service, Public Service Commission, National Information Technology Authority Uganda and Mbarara District Local Government. The four Government Entities have started using the new system including processing of salary and pension payroll with effect from December 2021.

• HCM capabilities
• Automating Human Resource Management Functions

HCM has automated all Human Resource Management functions in Government and business processes end to end. The Human Resource Management business processes were re-engineered prior to customization on the HCM to avoid automation of redundant process steps.

The Human Resource Management modules and functionalities that have been automated include the following:

• Establishment Management Control
• Human Resource Planning
• Recruitment
• Payroll and Deductions
• Performance Management
• Leave & Absence Management
• Disciplinary Procedure
• Grievance Handling
• Training and Development
• Talent Management & Succession Planning
• Retirement & Pension Management
• Time and attendance
• Employee Information Manager (Master Data)
• Employee Life Cycle
• Self Service and Mobile application
• Reports and dash Boards

The modules underlying HCM are integrated among themselves to facilitate internal communication and sharing of information internally but also to facilitate ignition of a required subsequent Human Resource action after completing a business process cycle. For example, if a Public Officer has successfully completed the probationary period and the Responsible Officer endorses the recommendation for confirmation, the system will automatically trigger the process of confirmation to commence.

• Integration with Other ICT Systems

HCM has been integrated with other ICT systems to facilitate seamless information sharing among Government Ministries, Departments, Agencies and Local Government. The Systems that integrate with HCM include:

S/N	System Integrating with HCM	Information Exchanged and Purpose
	Integrated Financial Management System (IFMS)	Payroll payment invoices transfer; Tax Identification Number validation; Supplier Number generation and update; employee bank accounts details transfer; funds balances confirmation, charge items update; and salary, pension and gratuity payment reconciliation.
	Programme Budgeting System (PBS)	Establishment data sharing, Annual Workplan import, wage budget transfer and charge items updates in the long run.
	National Identification System (NID)	Verification of Public Officers, Pensioners and Beneficiaries as well as control for non-verified persons from accessing employment in the Public Service
	Payroll and Deductions Management System (PDMS)	Non-statutory deductions data exchange on single deduction code
	Email and Short Messaging Service Gateway	Sending email and SMS notifications to Public Officer on reminder for action and/or communication important service events in his/her work life cycle
	HCM Service Management Help Desk	For logging issues, reporting incidents and complaints as well as provision of feedback and resolution status

Note:           Integration with PBS will be finalized when its upgrade to align to the 3^rd National Development Plan requirements has been completed.

In future, HCM is intended to integrate with Teacher Management Information System for verification of application of Teachers’ Registration Numbers while seeking employment in the education service; Public Service Pension Fund for transfer of Public Officers’ contributions to the Fund; Social Action Grant for the Elderly to control enrollment of pensioners on SAGE; and National Social Security Fund for view of Public Officers who switch employment between Organizations on different pension schemes/provident fund arrangements.

• Key Spotlight Reforms
• Auto-generation and update of Supplier Numbers;
• Electronic approval of Structures and Establishment for Ministries, Departments and Local Government for instant application and implantation of approved structures;
• Automatic transition from employee payroll to the pension payroll for prompt payment of pension and gratuity upon retirement;
• Decentralised calculation and sending of payroll invoices to IFMS for full ownership of payroll management;
• National/Alien Identification verification;
• Human Resource analytics and dashboards for indicative trends in HR processes and real-time access to on-going events and actions;
• Self Service and Mobile Application for access to the system with convenience
• Provision of customised reports;
• Single sign-on for access to all modules and functionalities except for calculation and approval of payroll;
• Auto-assignment of tasks while out of office; and
• Universal system usage of HCM by all Public Officers to perform actions in compliance with HR Policy requirements and access of their personal details as Government employees.

• HCM Implementation Phases

HCM is being implemented in three phases as here below:

Phase One         60 Pilot Sites                   –        FY 2020/21

Phase Two        100 MDAs and LGs        –        FY 2021/22

Phase Three      All Other MDA/LGs       –        FY 2022/23

Following the Go-live in the four mock sites, the roll-out in the remaining 56 MDAs and LGs has commenced and will be fully achieved in the course of this Financial Year.  The HCM Phase one 60 Pilot Sites include the following:

S/N	Name of Ministry, Department, Agency, Local Government
	OFFICE OF THE PRESIDENT
	STATE HOUSE
	OFFICE OF THE PRIME MINISTER
	MINISTRY OF DEFENCE AND VETERAN AFFAIRS
	MINISTRY OF PUBLIC SERVICE
	MINISTRY OF FOREIGN AFFAIRS
	MINISTRY OF JUSTICE AND CONSTITUTIONAL AFFAIRS
	MINISTRY OF FINANCE, PLANNING & ECONOMIC DEVELOPMENT
	MINISTRY OF INTERNAL AFFAIRS
	MINISTRY OF AGRICULTURE, ANIMAL INDUSTRY AND FISHERIES
	MINISTRY OF LOCAL GOVERNMENT
	MINISTRY OF LANDS, HOUSING AND URBAN DEVELOPMENT
	MINISTRY OF EDUCATION AND SPORTS
	MINISTRY OF HEALTH
	MINISTRY OF TRADE, INDUSTRIES AND COOPERATIVES
	MINISTRY OF WORKS AND TRANSPORT
	MINISTRY OF ENERGY AND MINERAL DEVELOPMENT
	MINISTRY OF GENDER, LABOUR AND SOCIAL DEVELOPMENT
	MINISTRY OF WATER AND ENVIRONMENT
	MINISTRY OF INFORMATION COMMUNICATIONS TECHNOLOGY AND NATIONAL GUIDANCE
	MINISTRY OF EAST AFRICAN COMMUNITY AFFAIRS
	MINISTRY OF TOURISM, WILDLIFE AND ANTIQUITIES
	COURTS OF JUDICATURE
	DIRECTORATE OF CITIZENSHIP AND IMMIGRATION CONTROL
	PARLIAMENTARY COMMISSION
	LAW REFORM COMMISSION
	UGANDA AIDS COMMISSION
	NATIONAL PLANNING AUTHORITY
	DIRECTORATE OF ETHICS AND INTEGRITY
	ENTEBBE MUNICIPAL COUNCIL
	UGANDA HEART INSTITUTE
	KAMPALA CAPITAL CITY AUTHORITY
	EQUAL OPPORTUNITIES COMMISSION
	NATIONAL INFORMATION TECHNOLOGY AUTHORITY
	MUNI UNIVERSITY
	EDUCATION SERVICE COMMISSION
	HEALTH SERVICE COMMSSION
	MAKERERE UNIVERSITY
	KYAMBOGO UNIVERSITY
	UGANDA POLICE FORCE
	PUBLIC SERVICE COMMISSION
	LOCAL GOVERNMENT FINANCE COMMISSION
	JUDICIAL SERVICE COMMISSION
	NATIONAL ENVIRONMENT MANAGEMENT AUTHORITY
	UGANDA BLOOD TRANSFUSION SERVICES
	UGANDA LAND COMMISION
	MULAGO NATIONAL REFERRAL HOSPITAL
	MBALE REGIONAL REFERRAL HOSPITAL
	LIRA UNIVERSITY
	UGANDA VIRUS RESEARCH INSTITUTE
	DIRECTORATE OF GOVERNMENT ANALYTICAL LABORATORY
	KABALE UNIVERSITY
	SOROTI UNIVERSITY
	JINJA DISTRICT LOCAL GOVERNMENT
	LIRA DISTRICT LOCAL GOVERNMENT
	MBALE DISTRICT LOCAL GOVERNMENT
	MBARARA DISTRICT LOCAL GOVERNMENT
	MPIGI DISTRICT LOCAL GOVERNMENT
	WAKISO DISTRICT LOCAL GOVERNMENT
	BUSHENYI-ISHAKA MUNICIPAL COUNCIL

• HCM Application Hosting and Disaster Recovery Services

HCM is hosted in the National Data Centre and Disaster Recovery Site. There was no cost incurred by Government on the hosting and disaster recovery infrastructure fostering the spirit rationalising utilisation of already existing national investments and working as one Government.

• Critical Success Factors for HCM implementation

As the Ministry of Public Service continues to implement this critical transformational reform, there are many other players and factors that enable successful implementation and achievement of desired results for service delivery excellence. These factors, among others, include:

• Quality of employee and establishment data in MDA and LGs. Responsible Officers should ensure that data is updated and all support records are available on personnel and subject files to ease the process of data cleaning. The data cleaning in the 60 pilot sites has already been conducted;
• Positive Mindset of leadership in Ministries, Departments, Agencies and Local Governments to embrace, adopt and implement the reform will ensure sustainability of the momentum of uptake;
• The spirit of working as one Government to allow rationalisation of silo systems focussed on isolated HR modules being implemented by individual MDAs. This will give HCM leverage to live its purpose of flying a whole of Government Human Resource Management flag and entrench national character;
• Critical mass of capacitated HCM users to empower all Public Officers and Pensioners to effectively use the system and strengthen their side of bargain for transparency, accountability and improved service delivery;
• Switched-on Human Resource Managers in Ministries, Departments, Agencies and Local Governments who are the core executors, change agents and front runners of HCM implementation;
• Rigorous and Continuous Change Management championed by Ministry of Public Service to ensure smooth implementation, adoption, uptake and sustainability of the reform impact; and
• Appreciation that all Public Officers and Pensioners are the winners in successful HCM implementation to give impetus to the momentum of sustaining reform efforts and intention.

• Conclusion

Human Resource Management is a dynamic discipline. The journey of reforming the Public Service through computerization of Human Resource Management Business Processes has been progressive overtime. Automation of Human Resource Management functions is fundamentally transformational contributing to the ideals of NDP III and Uganda Vision 2040

Each of one us has a contribution to make and stand to be counted.