HRIS PROPOSAL FOR NAME OF COMPANY

ABSTRACT

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EXECUTIVE SUMMARY

To be written after completion of assignment

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1.0 INTRODUCTION

In the field of management, it is explained that one of the elements in the organization is

human resources. HR is an organizational resource that needs to be managed efficiently and

effectively. Shiri (2012) concluded that through good human resource management will

contribute to improving organizational performance. The amount of information that needs to

be managed regarding human resources raises the problem of high levels of complexity.

These problems will be difficult to solve with traditional human resource information

systems. Problems in terms of the high level of complexity in managing HR-related

information can be solved with the help of computer-based human resources information

systems.

The combination of human resource management and information technology results in a

human resource management solution known as the Human Resource Information System

(HRIS). Human resource management carried out in selected organizations where human

resource management is still not optimal. So that the implementation of Human Resource

Information System (HRIS) will be done to optimize the management of Human Resources

in the organization.

At that age the world is increasingly chasing information. Having information makes an

individual more advanced and competitive. Similarly in the organization, with the

information system allows the organization to get accurate and up-to-date information. In the

Department of Human Resources requires a system known as the Human Resources

Information System (HRIS) is an online solution system to enter data and information. It is

therefore appropriate that large organizations need to have a Human Resource Information

System or HRIS.

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Human Resource Information System (HRIS) is a form of meeting between the field of

human resource knowledge and information technology. The system also incorporates a

discipline that primarily applies the field of information technology.

Information systems have three important activities, known as input, processing and output.

All three activities serve to generate the information needed to control operations, make

decisions to analyze problems and create new products or services. While entry is the

collection of original data obtained from within and outside the organization. Then

processing is the process of converting data into a more meaningful form.

The output is the transmission of information that has been processed to humans or activities

where this information will be used. Information systems also require feedback where output

will be sent back to specific members of the organization to help them evaluate and make

corrections at the input level.

State the problem of having no HRIS and how HRIS can resolve the issues.

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1.1 Comparison between HRIS-enabled organization and Non-HRIS-enabled

organization

WITH HRIS WITHOUT HRIS

One-stop shopping. One of the most
frequently mentioned advantages of an
HRIS is that you enter information only
once for many HR-related employee
tasks. And, similarly, you need to update
only one place when employee
information changes.
Integration of data. Furthermore,
different parts of the system can “talk to
each other” allowing more meaningful
reporting and analysis capabilities,
including internal evaluations and audits
and preparation of data for outsiders.
Accuracy. Improved accuracy is likely
assuming data are entered and
manipulated correctly.
Self service. This feature can be a great
timesaver for HR. Employees may enter
the system to change data (for example,
change their own addresses) and
managers and supervisors may enter the
system to enter data (for example,
performance reviews) or to retrieve data
without bothering HR.
Automated reminders. Systems can
schedule events, such as performance
appraisals and benefit deadlines,
automatically notifying and nudging if
actions have not been performed.
1.2 Background of Organization
You will need to enter information
repeatedly for each HR-related employee
task. Additionally, you also need to
update all places when employee
information changes.
Different parts of the system are unable
to communicate or communicate with
each other and this will complicate and
delay reporting and analysis, including
internal evaluation and auditing and the
provision of data to outsiders.
Data accuracy cannot be improved and
data cannot be entered correctly.
Employees have to change data manually
and managers and supervisors may enter
data or retrieve data manually and still
using HR department.
Still using memo or notes as a reminders.

Provide the background of the organization

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Established on 18 January 2013 Inqaz Travel Tour SdnBhd is a wholly owned Bumiputera

Muslim company that has obtained a full License (outbound, and ticketing) from the Ministry

of Tourism Malaysia in 2016 to carry out tourism activities, travel and ticket bookings.

Inqaz is committed to offering customers the experience of traveling all over the world in

addition to domestic travel to perform umrah and pilgrimage at a reasonable price

comfortably meet the needs of customers with exclusive added value in each package offered.

1.3 Business Activities of the organization

1.4 Human resource functions of the organization

1.5 Identified HRIS functions for the organization

2.0 Introduction

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Human Resource Information System (HRIS) is a system that provides information from the

HRM database that can be analyzed comprehensively and in detail according to various

dimensions. It acts as business intelligence to the top management in making relevant

decisions.

This web-based HRIS application enables internet access from any location around the world

subject to higher level verification. The system operates using an architecture that provides

flexible and secure infrastructure. Human Resource Information System (HRIS) implemented

in an organization aims to increase the effectiveness and efficiency of the organization.

In short, with the existence of a strategic human resource information system, the daily affairs

of consumers will be easier and more organized. Performance Appraisal System is an

important system in Human Resource to evaluate the performance of members and the

achievement of organizational goals. This performance management can provide the

relationship between employees with the planning or action work of the organization through

the Annual Work Targets made at the beginning of each year. It also acts as feedback on

individual targets and achievements. Employers and employees need to discuss the

performance indicators, measurements and evaluations that need to be in the performance

appraisal system.

This section provides an insight on the HRISs available in the market. The HRISs are

proposed based on the review made on the company. Several HRISs were reviewed and one

is recommended to the company.

2.1 HRIS Factors Consideration

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2.1.1

2.2 HRISs Review

There are several examples of HRIS system in Malaysia that can be used by new

organizations:

2.2.1 HRIS 1 - EnterpriseAxis

2.2.2 HRIS 2 – HRM Labs

2.2.3 HRIS 3 – Optimum HRIS

2.2.4 HRIS 4 – HR Systems…

Table 2: Proposed HRIS for NAME OF COMPANY

HRIS EnterpriseAxis HRM Labs OptimumHRIS HR Systems &

Consulting
SdnBhd (HRSC)
Cost Reduction Average Cost High Cost High Cost Affordable price
Compliance Reduce your risk during Comply with the Automate your Provides speed,
audits and Department up-to-date Performance convenience, ease
of Labor claims. No government Management with of access and
need to pay fines or regulations and help built-in updating, as well as
settlements when our you to reduce the notifications and integrating the
system helps you time spent and live 1:1 reviews. resources of the
automate the eliminate the hassle Manage your On- resources owned
compliance process. on data because Boarding/Off-
employee data will Boarding surveys
be filled too!
automatically.
Security and Secure Secure Secure Secure
Reliability
System The EnterpriseAxis® Having headache to Easily manage your Offers a standalone
approach for sharing use so many workforce with our eHR application
information and driving different system, centralized HRIS! solution and is
business results is the but we centralize Review employee capable of
way of the future. into one system: records, important integrating with any
Employee self-service HR Management, files, and have third party HR
provides access to pay Attendance, and access all of your Systems by
stubs, W-2s, Payroll. applications in one complementing

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 reimbursements, allows location! each other based on
for benefits changes, the applications’
information updates, functionality
and submission of offerings.
comments and
suggestions.
EnterpriseAxis® allows
you to effectively
manage an international
workforce from any
location with internet
connectivity.

3.0 Recommendations

Based on the review made on several HRISs, the recommended software is ????

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3.1 Justification

3.1.1 Reason 1

3.1.2 Reason 2

3.1.3 Reason 3

3.1.4 Reason 4

3.1.5 Reason 5

3.2 Recommendation

3.2.1 Requirement

3.2.2 Installation

3.2.3 Cost

3.2.3.1 Monthly cost?

3.2.3.2 Annual cost?

3.2.3.3 Maintenance cost?

4.0 Conclusions

REFERENCES

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HR Systems & Consulting SdnBhd (HRSC) is a Malaysian consulting firm providing

specialised management and HR Software Malaysia solutions in the area of Human

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Capital Management. HRSC sets out to position itself as a Human Resource

Management System solution provider leveraging on cutting edge technology to

businesses, offering both systems and design help.

Called the eP2P Application, it offers a standalone eHR application solution and is

capable of integrating with any third party HR Systems by complementing each other

based on the applications’ functionality offerings. With the enhancement potential to

meet future demands, the eP2P Application is capable of catering to a wide variety of

system and business process requirements of an organization. The eP2P Application is

a 100% web based HR System which automates the empowerment and decision

making processes with a wider coverage of HR activities.

With its Decision Flow, the eP2P Application offers approval process via the web.

The eP2P Application is easily customizable to meet any specific HR requirements

presently and in future. The company solution guarantees a significant reduction in

manual handling of HR activities such as personal data update, leave application,

grievances handling, appraisal and decision process, etc. This is because of each and

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 every employee is equipped with system authorization to access to these ‘control’

information and activities. This greatly reduces the need for ‘pen and paper’ activities.

2.3 Purpose of HRIS Implementation

Systematic personnel record keeping is crucial in a constantly changing and

demanding workplace. Information circulating within the system needs to be current

and comprehensive as they form the basic information of employees in the

organization. Management of personnel information is done with ease through our

complete Employee Administration module. The module provides the best user

interface for ease of use, yet is able to dynamically link personal information to other

modules within the eP2P Application effortlessly.

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 The Compensation & Benefits module has powerful and flexible functions that enable

companies to create, manage, and tailor every kind of benefits plans. It carries

eClaims and eMedical as its Self Service components that give employees real-time

access to their own data and more autonomy in compensation and benefits matters.

Employees can use Self Service modules to view their current benefits data directly

via the internet.

 Improve the accuracy and efficiency of time in human resource management.

 Provides speed, convenience, ease of access and updating, as well as

integrating the resources of the resources owned.

 Increase capacity and ease of control in the overall reporting system.

2.4 The Cost / Budget

Service of the system Price: RM 8500(include install fee and license) HRSC product

is call eP2P application and solution take into consideration in delivering a working

HRIS with trained used for Client. EP2P is a mobile HRIS application, it can install

on smart phone or any device to operate it.

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2.5 The Objectives

 To achieve effective staffing and right-sizing of civil service through better

availability of human resource management information.

 To automate human resource management operational processes.

 To improve paperless human resource management capabilities among

agencies such as electronic distribution of human resource policy, manuals,

and circulars.

 To provide an open and flexible system which will fulfill and improve the

information needs of operational and managerial processes at a different level

of agencies.

2.6 Target

The goals to be achieved from this HRIS application creation activities are:

 Ease in accessing, updating and integrating the data of the resources

owned.

 Meeting the growing human resource management needs.

 Improving the quality of human resources with the application of the

latest technology in applications.

2.7 Technical Standard

 Database

 System

o The eP2P Systems are designed on a modular basis.

o Provides a single source of data entry for multiple usages.

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 o A 100% web-based solution, with user licenses for every

employee.

o The eP2P Systems consist of 2 components:-

 HR Base Application – This component is meant for

use by HR Department’s personnel, to manage human

resource activities electronically.

 HR Self Service Application – This is a Self Service

component used by employees to perform

administrative tasks online in the organisation.

o Leverage on empowerment &decision making process with

built-in workflow.

 Security

o User authentication - Each user has their own password so that only

certain users can access data according to user needs.

o Privilege User - For the sake of security and sharing of authority for

each user, it is necessary to have a user privilege to manage the access

rights and authority of each user.

o Backup / Restore - Due to the importance of the data value used by

the application, the application provides the facility to perform

backup / restore database, so that in the event of errors / bad events

admin can easily backup / restore data.

o User Log - Because the application is multiuser, for control and

supervision it is necessary to have a user log to monitor the activities

of each user in the use of the application.

 Network

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 o The developed system supports client-server network types that

accommodate multiuser use at the same time.

2.8 Scopes of Activities

 Planning Stage

Planning activities include assessing the needs of the application being

developed to then understand the problems that arise and defining them in

detail to then be incorporated into the application design and implementation

of the implementation schedule that contains the stages of the work to be

done.

 Planning Level

By understanding the previous system and the system criteria to be built, the

service provider team can design the information system first.

 Job Execution

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 The implementation of the work includes making the application in

accordance with the results of the assessment needs of the user and the

schedule that has been planned.

 Implementation

System implementation can be done if the system developed has been in

accordance with the user's needs plan and is free of bugs. Further

implementation is followed by application training to the user so that the user

can utilize the application effectively and efficiently.

 Evaluation

Performed application testing (system) that has been compiled. This test

process is required to ensure that the system is correct.

 Maintenance and Warranty

Developed applications must have a 1 year warranty.

2.9 Analysis for system update

An effective HRIS system like kakitangan.com provides information on everything an

organization needs to analyze employees and former employees. Therefore, it is

appropriate that the organization needs to select the Human Resource Information

System and adapt it to meet the needs and wants of the organization.

With the right HRIS system, Human Resource staff requires employees to do their

own up-to-date information to benefit from changes in address and status, thus freeing

HR staff to perform more strategic functions. In addition, the data needed for

employees are knowledge development, career growth and career development.

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 Finally, the Human Resource Information System is very important to every

organization. Managers can access the information they need legally and effectively

to produce a complete and up-to-date report. Finally, it can be concluded that with the

Human Resources Information System (HRIS) can help organizations, especially in

the Department of Human Resources to obtain all information about employees. With

the Human Resource Information System we do not have to bother using forms to

submit information.

Existing system updated for easier access to Personal Records Management:

1. View personal records

2. Update personal records

3. Record submission status

4. Competency owner profile-report

5. Verification of personal records

6. Search for competency owners for updates

7. Property declaration

8. Help

3 THE ADVANTAGES AND BENEFITS

i) Avoid the high cost of traditional software by allowing modular purchase i.e.

modules by modules. This essentially provides clients with the flexibility of

investing only on modules that fulfill present requirements while assuring that the

application is able to cater for the future when the needs arise (scalable).

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ii) By assigning user access to each and every employee, the eP2P Application

allows them o transact own and subordinate administrative activities via the

Intranet or Internet.

iii) The eP2P Application empowers users to perform individual administrative tasks

and thus enables the decentralization of data entry.

iv) With Decision Flow, the eP2P Application automates decision making process by

enabling the superior to approve subordinates’ application and submission online.

v) The eP2P Application requires only web browser and internet connection for each

user to log into the system.

vi) The full-suite of the eP2P Application is able to reduce your HR administrative

costs drastically. (based on Activity-based Costing)

vii) The eP2P Application offers user friendly features and ease of use.

viii) The eP2P Application is capable of delivering a wide variety of HR functionality

to the source by allowing employees and supervisors to transact own and

subordinate information effectively.

ix) It reduces administrative costs through reduction in ‘pen-and-paper’ handling,

centralized data entry, elimination of process steps/forms, etc It improves data

integrity and increases system and process efficiency.

x) Faster deployment and user based system control.

xi) It is easily customizable to meet any specific HR needs and business requirements

presently and in future.

xii) An application for all stakeholders.

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4 CONCLUSION

In my opinion, the Human Resource Information System that will be implemented in this

organization is a method that uses the online system. In the system has all the information

about Human Resources or employees in the organization. From personal information,

information on performance appraisal, salary and various other information.

With just a fingertip we can get a variety of information regarding personal information.

With this Human Resource Information System, we do not have to bother using forms to

submit information. For example leave, we just need to go to the system and apply for leave

online. This saves more time and paper. It is easier and practical. When using the form, it is

quite difficult because the processing of using the form takes a long time to get approval from

the superiors, compared to just using the system, the superiors only need to approve the

application through the system and no need to use the form and the risk of missing forms is

high compared to system usage.

With the availability of existing raw data such as personal information, all of it will be put

into the system, and analyzed and used to process the information.

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 REFERENCES

Abdul ManafBohari (2006). Computer Systems In Business Management. Pearson Prentice

Hall.

E.W.T. Ngai and F.K.T. Wat (2006). Human Resource Information Systems.

Ibrahim Mamat | Zaiton Hassan (2008). Human Resource Management, Human Capital

Perspectives. Dewan Bahasa Dan Pustaka, Kuala Lumpur.

Kavanagh et al (1990) Human Resources information system. Boston: PWS-Kent.

Kenneth C. Laudon and Jane P. Laudon (2002) Information System Management. Prentice

Hall, pp 5.

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