HUMAN RESOURCE INFORMATION SYSTEM

BHR21003
ASSIGMENT 2 : GROUP

PREPARED BY :
NAME MATRIX NUM
ROSLINA BINTI ABDULLAH 2022021070008
SARANYA DEVI A/P SARAVANAN 2022021070009
KHAIRUNNISA BINTI ABDULLAH 2022021090013

SUBMISSION DATE:
21ST MAY 2022

PREPARED FOR:
MS. NUR SHAZLIZA MOHD AZEMAN

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TABLE OF CONTENT

NO CONTENT PAGES

1. Cover Page 1

2. Table Content 2

3. 3
Introduction

4. Background of the company 4

5. Biography of the Manager and his/her Company 5

6. The HR Software, module or system that been using by

6-7
the company
7. 8-9
The challenges of using the software

8. The impact of the software towards his/her daily tasks 10-12

and organization as a whole

9. Conclusion 13

10. Reference 14

11. Appendix 15-16

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INTRODUCTION

HRIS represents Human Resources Information System. The HRIS is a framework

that is utilized to gather and store information on an association's representatives.
Generally speaking, a HRIS includes the functionalities required for start to finish
Human Resources Management (HRM). It is a framework for enrollment, execution
the board, learning and advancement, from there, the sky is the limit. A HRIS is
otherwise called HRIS programming.

The HRIS can either run on the organization's own specialized foundation, or, more
normal these days, be cloud based. This implies that the HR programming is running
beyond the organization's premises, making it a lot more straightforward to refresh.
All in all, these frameworks are likewise called Human Capital Management
frameworks.

BACKGROUND OF THE
COMPANY

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About City Harbour International & Private School. The director of the school is Mr
Lalmuhunthan. At City Harbour International & Private School, they inculcate on
Lifetime Holistic Learning among our students through a blend of academic focus
with stringent discipline and compulsory extra-curricular activities as part of
academic, social, physical and emotional excellence. The school license was
obtained in 2014 and established in 2016.

City Harbour International & Private School is set to remain unique in making their
students a multi-talented scholar through a seamless blend of Academic focus along
with STEM education, ICT Programs, Experiential Learning Techniques as well as
Out Bound Activities and Sports. Facilities, Sky deck, Gym, Recreational hub,
Swimming pool, Play area.

By Academic, a name synonymous with prestige, City Harbour International School

(CHIS) is naturally poised to be the ultimate one-stop-shop for an illustrious
education. A premium suite of solutions offered from pre-school to pre-university
level elevates their appeal. Cast along the southwestern corridor of Perak, our
Manjung facility with its close proximity to Pangkor boasts seamless instruction with a
view.

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Biography HR Manager

The person I had interviewed with is Mr Sashikumar Subarmanim. Mr

Sashikumar has operated as the HR Manager for City Harbour International
School for the last 8 years. Mr Sashikumar serves as a Human Resource
Manager, focused on employee relations, for all non-hospital based
customers including the Cambridge Institute, Corporate functions, which
includes physician practices and a 36 employee.

With over 15 years of experience with Mr Lalmuhunthan which the director of

City Harbour International School, Mr Sashikumar provides support to their
employee (HR Department). Mr Sashi firstly experience as a Admin last 15
years back. He had join alot of meetings and training. At the same time He
didn’t have any high qualifications For being a HR, but he continuesly join the
training and learn all about HR till now he become a HR Manager. Mr Sashi
also recruit employee with his department to support him by achive
operational goals, while mitigating risk. Along with a strong business journey,
his comprehensive background in HR management, recruitment, retention,
compensation, labor relations, policy interpretation, training and
communication has resulted in strong and trusting relationships with his
department.

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The HR Software using by the City Harbour International School

1. Payroll system

The payroll software the school is using is PAYROLL PANDA. It had been about 3 to
4 years they using The software. Payroll Panda Sdn Bhd is a Malaysian based
company which provides world class HR cloud applications. ‍The main features are
payroll, leave management, employee-self-service (ESS) and timesheet. ‍its a setup
process is designed to be simple and fast. If they have access to all the data you
simply need to key it in. ‍There is no need to download anything as the software is
cloud based. can access it from any desktop computer and tablets. All data is
encrypted and password protected. ‍The data is securely hosted on the world’s
leading cloud infrastructure company, Amazon Web Services. ‍The app is accessible
on any desktop computer with an active internet connection and works on modern
tablets too. It does not work on small screen devices such as mobile phones.‍

2. The HR department perspective, why the organization choose the

software

They choose the Payroll Panda software because of Increase Productivity

Automated accurate payroll and employee self-service allow the school to save time
and focus on your business. Expert Support. Free payroll help center and in-app live
customer support that can always rely on. After that Accessible & Secure. Access
and manage school payroll from any desktop, anywhere, anytime, safely secured via
SSL encryption. Simple Payroll. It is easiest to Run with the company's payroll easily
via our user-friendly interface. No training required. Statutory Compliant. All
calculations for the payroll key in data according to the legal requirements, approved
by LHDN.

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3. What is your experience working with the software for payroll system

If you’re willing to learn relevant skills and knowledge related to these disciplines throughout
your career, you could make the payroll career path even more rewarding. Also, to succeed in
any role in this profession, you’ll need a sharp eye for detail, excellent mathematical and time
management skills, plus the ability to juggle various tasks and work well under pressure. Strong
communication, organizational and problem-solving skills are other must-have abilities.
Honesty, trustworthiness and reliability are also key attributes most employers specifically seek.
because of their great reputation, excellent working environment, stellar system of benefits, etc.
In this case you can add that the position does not matter that much for you–that you will do any
administrative work for them.

4. How long does it takes for you to update the details of each and one
employee?

When it comes to running payroll, we all know there’s a whole process that goes into it. We
need to determine our employees’ hours worked, do some calculations, and give out wages.
And, we must give ourself ample time to ensure employees receive said wages on payday.
Payroll processing is the task of calculating an employee’s wages, withholding taxes and other
deductions, and paying employees. Processing payroll, or running a payroll, is a responsibility
all businesses with employees share. To process payroll, you can do manual calculations, Use
software and Outsource it.

In City Harbour International School they will wait for the updates the details of each employee
in their Payrollpanda, which means Payrollpanda processing consists of collecting timesheets,
running payroll and waiting for direct deposit to process(if applicable) and it takes 10 to 15
minutes which to complete the system. For the updates they needed to know about employee
details which are their personal data which is IC, Email, employee job id, and Address as well.

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CHALLENGES OF USING SOFTWARE

1.How did you handle the challenging aspects of payroll software at the end of
month?

With a modern global payroll platform, the vendor will have already made the technological
investment to create the core system, which should minimize, if not eliminate, the need for the
additional scope to cover our local needs. In fact, today’s advanced global payroll solution use
centralized, cloud-based data management and processes to introduce best-practice
standardization that can be modified to our specific needs without requiring heavy
customization. 

At City Harbour International School the only challenge that they faced as an aspect of payroll
software at the end of the month is waiting for the attendance which includes their annual leave,
MC, or others details to make sure their working days and hours at their School. So far they
don’t face any challenges with using the Payrollpanda system because they were very
convenient with the Payrollpanda system the best one to use for their Payroll system. Here
clearly we can see that Payrollpanda is a good system for their management to handle without
any problems.

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2. Tell me about a payroll issue that you encountered from the software?

Payroll can be biggest expense for a company, however, it's complicated and error-prone. This
lesson reviews the most common issues in payroll and explains how they can affect an
employee's pay. While getting paid may seem straightforward, in reality, it's complex and
requires great attention to detail. The list of employees to whom a corporation pays salary is
known as payroll. It may also be described as the entire amounts of salaries paid to employees
by a corporation. When individuals talk about processing payroll, they're talking to the process
of computing employee payments.

Since employee payments is often the biggest expense for a companies, processing payroll
needs to be done with pinpoint accuracy. Even the smallest mistakes can be costly and take
time to fix.  In this case at City Harbour International School by using Payrollpanda sometimes
they only have to justify or double confirm about their payment if have any issues in calculation
for that they will contact/chat with the customer service who with 24hours in service and they
will ask for the solution and customer service will give them advice and help for the solution.

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THE IMPACT OF THE SOFTWARE TOWARDS HER DAILY LIFE

1. What will you do of happen emergencies impacting the payroll department?

We know how much this can be painful for an human resources and finance teams. It
takes a lot of hard work, time and dedicated effort to make payroll a success every
month.

However, change is slow and gradual. A manual approach to payroll is not only
cumbersome, but it is also the greatest risk of human error. Security is also the most
critical issue here, as payroll contains critical information, which becomes a challenge
when outsourcing to third-party service providers. Today’s enterprise market is
extremely competitive and companies must always be one step ahead of their
competitors to have an advantage over others. Your pursuit of business excellence can
be made possible through a centralised, standardised payroll process. Powerful payroll
software allows the department or personnel manager to manage payroll smoothly and
error-free, excluding payroll risks.

When happen emergencies impact the payroll department, we have to backup plan like
example Maintaining critical employee data on paper or in Excel spreadsheets is by no
means certain. Employees expect a lot from your company and ensuring the security of
critical employee information is key. Manual payroll processing ensures that the amount
of information that falls into the hands of the wrong person is high. This loss of
information can be detrimental to businesses.

All of these challenges can be solved by moving to competency-based payroll software

that is secure, easy to use, and ensures strict compliance. It also saves a lot of time and
money that would otherwise be spent on manual processing.

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The interviewer wants to assess whether you can solve problems, handle conflicts and defuse
stressful situations. Your answer should showcase your problem-solving skills, ability to stay
calm and commitment to accuracy.

Example: "If I noticed the employee was angry, I would try to calm the situation by first allowing
them to explain their concern. Once they finish, I will review our documents to confirm a mistake
was made and act immediately to fix it.

In this case, I would submit back payment for the extra withholding amount. As a result, the
employee would receive that extra money on their next pay-check. I would check in with that
employee once they received the check to ensure they are happy with the results."

Communicate cohesively

Efficient and effective communication is the cornerstone to keeping business operations

on track, especially in a crisis. Make sure that you have a communication plan that
offers text and alert solutions, as well as internal platforms like Slack. This way team
members are always up to date and important information isn’t missed. Here are some
effective communication strategies to implement:

1.Roles and responsibilities for each team member

2.Use an online document management system

3.Utilise a company newsfeed so everyone is on the same page

4. Send out emergency text messages and emails

5.Share information in one source easily accessible for both on-site and remote workers

6.Communicate with customers about your business continuity planning, so they know
what to expect and how they may be impacted.

Protect Your Data

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While this is an issue more directly related to a natural disaster, it is still important to
consider. With cloud technology at the forefront of information processing, your
technical team and payroll software provider need to have a conversation. Have your IT
manager ask what type of security features your data centres use. Data centres that
use backup generators and redundant power will ensure minimal disruption in the event
of a natural disaster.

What the time you will take to resolve the problem?

Problem solving and decision making belong together. You cannot solve a problem
without making a decision. There are two main types of decision makers. If you’ve
already processed an inaccurate payroll, you should act as soon as you realise the
mistake and report the error to state and federal entities if necessary. In some cases,
your organisation could face penalties and fees as a result of an error, and these will
only loom larger the longer they remain unaddressed.

For most minor payroll errors, you can usually do one of the following:

1. Cancel the payroll immediately, make updates, and reprocess it

2. Run an additional, manual payroll with the necessary adjustments for only the
affected employees

3. Make adjustments on the next payroll to counteract previous mistakes and get things
back in balance

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CONCLUSION

“PayrollPanda Management System” software developed for a company has been designed to
achieve maximum efficiency and reduce the time taken to handle the Payrollpanda activity. It is
designed to replace an existing manual record system there by reducing time taken for
calculations and for storing data. The system is strong enough to withstand regressive daily
operations under conditions where the database is maintained and cleared over a certain time
of span. The implementation of the system in the organization will considerably reduce data
entry, time and also provide readily calculated reports. At City Harbour International School they
are using Payrollpanda without any problems with the system and they also share with us which
is the system is very helpful for their School.

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REFFERENCE

1. https://www.payrollpanda.my

2. https://www.cityharbour.edu.my

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APPENDIX

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