The Federal Authority for Government Human Resources (FAHR) recently held in Dubai, the annual meeting of the Human Resources Management Information System (BAYANATI), during which the achievements the system applied in the Federal Government, were reviewed in detail since its official launch in 2012. The forum also explored the views and perceptions of the ministries and federal bodies on BAYANATI and the nearly 41 electronic human resource subsystems and mechanisms functioning under BAYANATI.
The forum was attended by HE Dr. Abdulrahman Abdul Mannan Al Awar, Director General of FAHR, HE Aisha Al Suwaidi, Executive Director of Human Resources Policies Sector, HE Laila Al Suwaidi, Executive Director of Programs and Human Resources Planning, a number of sector and department directors, and representatives of ministries and federal bodies.
At the outset, Dr. Abdulrahman Al Awar, stressed the importance of the meeting, as an ideal opportunity to obtain feedback from the ministries and federal bodies and for them to express their views and put forward proposals for the development of BAYANATI System as well as the electronic human resources subsystems applied at the Federal Government level. “The aim is to improvie the quality of services provided by the Authority to the ministries and federal agencies and other stakeholders”, he noted.
"BAYANATI" ... Smart Portal for Federal Human Resources Procedures
HE Dr. Abdulrahman Al Awar underlined the importance of BAYANATI System, which was launched by the Authority in cooperation with the Ministry of Finance, as a smart portal through which all human resources procedures in the Federal Government are carried out automatically and as a smart platform for many electronic human resources systems implemented in the Federal Government.
He said: “BAYANATI System operates in 44 ministries and federal entities, and 20 entities have direct connection with the BAYANATI System through Enterprise Service Bus (ESB) project.
"BAYANATI is an important reference to the country's human resources statistics and establishes a unified federal and local governments database that reflects their reality, supports decision makers and helps in effective planning of the future of human resources in the country’’.
He added that the system provides many services to Federal Government employees, who can complete all human resources transactions through the self-service portal assigned for each employee. It also speeds up obtaining electronic approvals on some human resources procedures and allows payment of salaries through unified system.
The Director-General of the Authority considered self-service one of the most important features of the system, as it enables the Federal Government employees to complete and follow up their own human resources transactions, thus facilitating the provision of human resources services in ministries and federal bodies.
HE particularly emphasized the fact that the self-service function allows more time to HR departments to focus on strategic programs and initiatives, leaving routine work to employees to handle on their own. He revealed that the employees of the ministries and federal agencies had carried out more than 3 million transactions through self-service since the launch of BAYANATI System until the end of 2018, and nearly 94 thousand procedures through smart application (FAHR) since its launch in 2014 until the end of last year.
BAYANATI achievements in 2018
The Director General said: ‘’The year 2018 represented a milestone for BAYANATI System in terms of quality projects and remarkable achievements. The vital projects, programs and initiatives launched during the year include: a unified statistical database for government human resources in the country, an electronic project to enhance the efficiency of employment in the federal government, which succeeded in its first year in evaluating the efficiency of 7733 candidates nominated to join the Federal Government, linking sick leaves of Federal Government employees with the Ministry of Health and Dubai Health systems, which will greatly speed up and simplify procedures, and ensure accuracy, as well as help preserve the environment and eliminate illegal practices, such as attaching uncertified leaves’’.
On her part, HE Laila Al Suwaidi, Executive Director of Programs and HR Planning at the Authority, reviewed the various stages of the BAYANATI System and its most important achievements since the launch of the system
She said: ‘The number of BAYANATI users among the employees of ministries and federal entities reached almost 64, while the system registered nearly 435 thousand transactions carried out through the electronic Training & Development System launched by the Authority in 2014 as BAYANATI’s subsystem, and over 80 thousand candidates applied for the jobs announced through the e-Employment System since the launch of the system in 2015 under the umbrella of BAYANATI System.
She said that the Authority collaborated with human resources departments in local governments to establish consolidated database on government human resources state-wide, in response to the recommendations of the first round of the UAE Government's Annual Meetings and related human resources initiatives. These initiatives include, government HR database, which is based on the establishment of a unified database of government human resources at the state level, through electronic linking systems and HR smart screens. The action involved creating smart screens for integrated human resources systems in the government sector These screens provide accurate and reliable data and indicators on the reality of government human resources in the country as a whole, which will contribute to support the planning and decision-making processes.
‘‘’The project contributes to the provision of a unified human resources database for all government agencies in the country, which will greatly support decision makers, facilitate development of plans and policies, motivate the entities to improve human resources performance by measuring human resource enablers, as well as enable entities to achieve the requirements of government excellence, and the UAE HR Award in the Federal Government’’, she noted.
Launch of Employability Enhancement Project
Laila Al Suwaidi explained that, the Authority launched the Employability Enhancement Project in 2018 to develop the work system in the Federal Government by automating evaluation of candidates’ nominated to take up vacancies in the Federal Government, and to assist the federal the ministries and federal entities in meeting the requirements of Emiratization policy in those entities and allowing the opportunity to follow up this policy in a timely manner according to plans adopted by the Council of Ministers.
She stressed that Employability Enhancement Project in the Federal Government will have no operational burdens or additional tasks for employees in the ministries and federal bodies, indicating that the idea of the project is to ensure in electronic form the suitability of candidates for vacant positions in the Federal Government. The project, she added, identifies a set of criteria and requirements that must be met by applicants for different types of jobs, including: academic qualification, previous experience, responsibilities, etc, with a weight for each of these criteria.
Linking federal government employees’ sick leaves to Ministry of Health and Dubai Health systems
Shaimaa Al Awadhi, Director of Human Resources Information System, explained that the Authority successfully completed in 2018 the project to link sick leaves of employees working for the ministries and federal agencies operating BAYANATI System. The sick leaves will be entered into the system automatically immediately after their issuance and ratification through Ministry of Health’s ‘Wareed’’ and Dubai Health Authority’s ‘’Shiryan’’ and “Salama’’ system.
She said: “Transaction will require no human intervention by the employee. The national identity number will be matched with the employee’s name to verify the identity of the patient, and the sick leave will be approved through BAYANATI System according to the procedure followed by each entity.
‘’The new mechanism for sick leave registration benefits 42 ministries and federal entities, and that it will contribute to reducing the steps required to entering sick leaves in the BAYANATI system 6 to only 3 steps. She noted that the mechanism will simplify procedures, ensure accuracy, preserve the environment, as well as eliminate illegal practices, through avoiding non-certified leaves".
New mechanisms for nominating federal employees under Rewards & Incentives System
Shaimaa said that the Authority introduced new mechanisms for nomination of employees working with ministries and federal bodies to compete for the awards under Rewards & Incentives system, via the Federal Government's Human Resources Management Information System (BAYANATI).
She added that line managers can nominate their outstanding employees electronically to win the award, through self-service function within BAYANATI System. The Authority also added a function to the system for nominating colleagues, whereby any employee can nominate his colleague. Moreover, he added that another feature for self-nomination has been introduced to allow the employee to nominate himself for the electronic rewards and incentives system, attaching evidence to prove fulfilment of his tasks and responsibilities, which, he believes, deserve recognition.
Launch of Organizational Structure System
Shaimaa Al-Awadhi pointed to the launch of the organizational structures system in 2018, which allows users of the system to view the organizational structures in their workplaces, enabling line managers to display a diagram showing the distribution of staff in departments and organizational units, and follow up their basic data as well as data related to performance management system.
Organizational Structures System also allows HR departments in the ministries and federal bodies to modify the organizational structure in accordance with decisions issued, attaching copies of supporting documents. The results will be directly reflected on BAYANATI System.
Future BAYANATI Projects
Shaimaa Al Awadhi highlighted the future agenda of BAYANATI System and the most important projects to be launched in 2019. These projects include succession planning, government skills bank and Forecasting Smart Reporting System which is similar to BMC Remedy Smart Reporting launched by the Authority in 2015 via BAYANATI System, to provide the ministries and federal agencies with accurate charts supported by detailed data, to measure a range of indicators and key enablers that concern the decision makers state-wide in general and the Federal Government in particular.
She explained that the Forecasting Smart Reporting System will utilize artificial intelligence technology to provide the Federal Government with strategic and vital reports that will help identify the future directions of government action in the country, such as the most in-demand jobs during the coming period, the disciplines required by the labor market in the country, and other important reports.
Live experiences with BAYANATI System
At the forum, some human resource directors and officials from several federal bodies reflected the experiences of their organizations with the BAYANATI System. Ali Ahli, Director of Human Resources and Services Department, gave a brief account of the Authority’s experience in using the e-signature project which was launched in 2017 under the umbrella of BAYANATI System.
“The project contributed significantly to speeding up and simplifying procedures, ensuring the accuracy and confidentiality of documents, and preserving the environment as ministers and senior officials can approve and put their signatures electronically on resolutions, circulars, documents and formal procedures through BAYANATI System, without need for printing”, he noted.
Shaimaa Al-Muhairi, Director of Human Resources Department at the Ministry of Human Resources and Emiratization, confirmed that BAYANATI System has achieved a qualitative transformation in the system and concepts of the institutional work that prevailed in the Federal Government before its launch. He praised the support provided by the Authority to all ministries and federal agencies operating the system, and keenness to develop and improve the system, in line with the latest developments in government work, and the rapid changes witnessed by the government of the UAE.
Lahib Haider, Senior HR Systems Specialist at the Ministry of Foreign Affairs and International Cooperation, reviewed the ministry's experience in using BAYANATI and Training & Development systems for Federal Government employees. She pointed out that the system contributed to saving time and effort and directing the focus of human resources departments in the Federal Government towards more strategic issues. She praised the Authority’s support to ministries and federal agencies in the implementation of BAYANATI System, taking into account the special circumstances and nature of work of some entities.
At the end of the forum, HE Dr. Abdulrahman Al Awar, Director General of the Authority, honored HR officials who reviewed the experience of their organizations with the BAYANATI System and highlighted the advantages it has provided to human resources departments, employees and officials in the Federal Government.
HE also honored the TRA representatives for their efforts and cooperation in providing a suitable environment for testing the smart application (FAHR), and HR officials who participated in the smart application tests.