1.

0 CHAPTER ONE

1.1 INTRODUCTION

This chapter is an introduction and intends to provide background information on the nature of
the study, its objectives, and purpose. The human resources management system (HRMS) is
software that is used to manage human resources and related procedures throughout the
employee lifecycle. An HRMS gives a business the ability to completely comprehend its
employees while maintaining compliance with evolving tax and labor legislation. An HRMS can
be used by executives to get information on worker trends and their effects on the organization.
This chapter is divided into eight parts. The first part presents background information for the
study. The second part presents the problem statement. The third part presents the aim and
objectives of the study. The fourth part presents research questions. The fifth part presents the
significance of the study, the sixth part presents the scope of the study, the other presents the
limitations of the study, and the final part provides the definitions of terms and the chapter
summary.

1.2 BACKGROUND OF THE STUDY

Health has been identified as one of the problems in Yoni Chiefdom, in the north of Sierra
Leone. Health care and centers have been needed for the entire Yoni Chiefdom, including Mile
91. After the reconstruction of the first phase and the launch of it, one of these aspects was
considered, namely the development of a human resource management system. The aim is to
gain a better health outcome for the rural population using information and communication
technology. It is a private institution owned by Madam Linda Muckson Sesay. It is located along
Freetown Road, Silicon Hill, and Mile 91. Their mission is to improve the effectiveness of the
health system, empower healthcare communities in Mile 91, and improve the organizational
activities directed at managing the group of human resources and ensuring that the resources are
employed towards the fulfillment of organizational goals.
1.3 STATEMENT OF THE PROBLEM

The existing system of human resource management is based on outsourcing information. In

addition, their activities are mostly manual; as such, it is difficult to manage all employees`
details. This manual system has the following problems:

1.3.1 Waste of time:

It is significantly more challenging to discover a record connected to a certain employee since

employees` information is not organized in a defined way. Along with the squandered time,
employees assigned to these offices run the risk of becoming bored and providing subpar service.
Below are some of the gaps or missing requirements in the existing literature.

1.3.2 Low Performance:

The existing system only provides a basic level of data organization because everything is
manually recorded. Additionally, because they use a manual method, the employee response
time is quite poor.

1.3.3 Control and Security

Under the current system, employee data must be maintained manually, which makes it
vulnerable to unauthorized changes by third parties. Because the employees` records are merely
kept in hard copy on the shelf, anyone can alter the status of the employees` records.

1.3.1 Poor file-keeping system:

Because employee information is written on paper, it is possible for it to be damaged or for

someone to accidentally or purposefully take it off the shelf.

1.3.5 Low Efficiency:

Recording all information manually takes a lot of time and may be confusing.

1.3.1 Poor collection of information and data:

The data was not accurately captured and may contain errors. Data may be redundant, making it
difficult to produce the required information from the manually documented file, and since the
data of the employees is not maintained in a database, it may be lost.

1.4 AIM AND OBJECTIVES

1.4.1 Aim of the study

The major aim is to create an effective and efficient human resource management system that
will combat the concurrent problems faced by the organization, which are the manual handling
of paper-based documents and the use of computerized means to combat the present problem.
The entire Human Resource Management System (HRMS) is designed to remove problems in
the existing system and to meet the institution’s specified aims, and one of the most important
aims of the system is to provide a detailed profile of each employee.

1.4.2 Objectives of the study

The general objective of the study is to develop a dynamic human resource management system
for the Community Health Foundation Medical Centre in Mile 91.

The research is expected to fulfill the following specific objectives:

 To study and analyze the current system;

 To perform the modeling activities;
 To design the proposed system; and
 Developing and testing the proposed system
1.5 RESEARCH QUESTIONS

 What is the nature of the manual records system of the institution?

 How efficient was it?
 What were the prevailing challenges of this system?
 Which plan of action is to be taken to upgrade the existing system?
 

1.6 SIGNIFICANCE OF THE STUDY

Human Resource Management Software allows employers to easily keep track of all records and
assists administrators in keeping track of personnel records. To combat the subsisting problems
facing the management in question, especially keeping aside or totally getting rid of the manual
records management system.

The following significant components will be included in the project:

 Reduces data loss. 

 In order to minimize the number of workers
 Make the system secure from unauthorized users.
 It saves time spent searching for and updating employee information.
 Satisfy employee needs:
 Avoid increasing the employee's workload.
 It is very fast and accurate.
 To get experience and knowledge to solve problems.
 It provides technological advancement

 
1.6 SCOPE OF THE PROJECT

The Human Resource Management System of the Community Health Foundation Medical
Center provides services for employee information management that provide a creative human
resource solution that maximizes human capital by encouraging and enabling users or employees
to adjust to the needs of the business. The human resource management system will be able to
manage employee information such as employee attendance, recruiting, training, leave
management and performances appraisals

1.6.1 Employee attendance

Any firm with employees needs to handle attendance carefully. An organization's direction and
likelihood of success can be ascertained using the data acquired through attendance management
reports. A corporation should be able to track the workforce's time and attendance as a critical
resource. It is simpler for a business to identify which employees consistently arrive on time,
early, or both using attendance monitoring. Fake leaves taken by employees of various
businesses are discovered to have a detrimental effect on the operation of the business. Due to
this, firms apply numerous management approaches to preserve their employees' effectiveness in
various corporate organizations as well as in the banking sector.

1.6.2 Recruitment  

The recruitment planning process includes identifying and describing open positions within a
company. There is also a need for job specifications, which help the firm identify the kind of
individuals they wish to recruit by outlining the type, experience, credentials, and abilities
needed for the role. After that, the strategy development stage is the result of these efforts.

Training is a crucial activity that the company carries out to improve the capabilities of the
employees by assisting them in picking up new knowledge and abilities needed to carry out their
current jobs more effectively. Organizations had not previously placed significant emphasis on
training activities. However, as the world has changed, the value of training has become clearer,
and it is now accepted that employees' abilities need to be continually improved if the
organization is to fulfill its objectives more effectively.

1.6.3 Leave management

The procedure for handling all requests for time off and keeping track of an employee's absence
from the workplace is called "leave management." Leave management systems can compute the
pay given to absent employees and record this information in corporate records if paid time off is
offered as a benefit.

1.6.4 Performance appraisals

In HRMS, evaluating an employee's performance entails assessing both their value and
contribution to the workplace. A corporation can uncover any issues at work by getting an
unbiased assessment of an employee's performance. This will make it easier and faster for the
HR department to address those issues.

1.6.4.1 Control objectives of appraisal

There has been a push in recent years to align employee evaluations with an organization's
strategic goals. The notion is that each organization establishes its own performance standards
and goals. These aims are then transformed into objectives for supervisors and workers.
Employees are given specific, measurable goals, and their performance in relation to those goals
will be taken into account when evaluating them. Therefore, appraisal is considered a component
of managerial control. Management is perceived to involve actively controlling employee
performance and enhancing organizational performance by comparing employee performance to
predetermined goals.

1.7 LIMITATIONS OF THE PROJECT

Even though this project focuses on the Human Resource Management System for the
Community Health Foundation Medical Center, it doesn’t handle all functions of the payroll
management system, new recruitment training platforms, interview platforms, etc.

1.8 DEFINITION OF TERMS

WORDS MEANINGS

HRMS Human Resource Management System

HR Human Resource

CHFMS Community Health Foundation Medical Center

CU Central University

CCMT Canadian College of Modern Technology

SL Sierra Leone

NPSL Northern Province Sierra Leone

BSc CS Bachelor’s in Computer Science

CHAPTER SUMMARY

Human resource management systems (HRMS) refer to organizational activities focused on

managing a set of human resources and ensuring that the resources are used in support of
organizational objectives. The performance of an organization and its personnel are greatly
impacted by its culture. The three most crucial components of every organization—the HRMS,
organizational culture, and leadership—are what allow it to stand out from the competition.

The primary goal is to develop an effective and efficient human resource management system
that will address the organization's concurrent issues with the manual handling of paper-based
documents and the use of computerized methods to address the current issue.

However, this chapter provides the initial requirements for the project, such as the background to
the study, the statement of the problem, the aim and objectives of the study, the research
questions, significance of the study, scope of the study, the limitations and the definition of
terms.
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