Daddy Builder Inc.

1B Gandalang, MekusMekus City, Philippines

123-4567 | DaddyBuilder@gmail.com

MEMORANDUM

Date : 24 November 2023

To : All Departments and Executive Members of Daddy Builder Inc.

Attention : [Jegs Santos]

CEO

From : Human Resource Department

Subject : PROPOSAL TO MODERNISE THE MANAGEMENT SYSTEM

AS A SOLUTION TO THE INCREASING RESIGNATION

I. INTRODUCTION

A. Purpose

This proposal aims to resolve the problem arising with the declining numbers of employees,
especially well-skilled Engineers which impacted the company in a negative way. This aims
to address unfair workload due to outdated equipment and to advocate for the equitable
distribution of tasks and resources. Therefore, to avoid mass resignation in the company,
we, the Human Resources Management Department, conduct a proposal which may help
the other employees that struggle with the scenario of having an overload of work and lots of
outdated equipment.

B. Problem Description

From the last three months, the HR department has recorded the number of employees who
had exited the company. It is observed that 30% of the top ranked employees had resigned,
affecting the company's performance and some ongoing projects. When asked about the
reasons, the following are the factors making them decide to leave the company:

1. Over Workload. They’ve told us that higher positions kept on giving projects to them,
as if they didn't know about the current projects they're handling.

2. Unequal Workload. They’ve compared the number of projects they had to the other
employees, which are notably unequal. In the defence of the in charge assignment
manager, he doesn't hold the actual number of projects for all engineers.
 3. Unmonitored Equipment. They've informed us that most of the equipment they
have used needs to be upgraded, which they’ve constantly asked for. However, it
was constantly being forgotten. With equipment not being well maintained, the work
becomes limited, they remarked.

4. Lack of Communication. They've said that it is not enough for them to use only
email and messenger for communication. It gave them a hard time to sort out
everything, emphasising the constant unread and unnoticed messages such as any
other concern that related to the project.

With all of the problems and concerns they left before they have exited, we further concluded
that the problems arose from the system management we have in this company. It is in fact
obvious that the outdated way of listing, communication and project management creates
uneasiness and hurdles with the employees' experience. Hence, modernising and
advancement of the management of overall employee experience can create a positive and
significant impact within the organisation.

C. Scope and Limitation

To provide a preview of the solution we would like to propose, development of an application

that holds, stores, and updates every detail that employees should have is a way to lessen
the aforementioned problems. This proposal requires the coordination of the IT department –
for the technicality of the proposal, the HR department – for the manpower, and the Finance
Department – for the funding. This proposal is not 100% sure to be effective, but with an
optimistic view and an initial evaluation of the problem, this proposal will be beneficial.

The following tables show the timetable and possible cost of the proposal:

Duration Activity Requirements Cost

1st - 3rd month Development of the Software Developer With an estimated

Application or CyberSecurity cost of ₱500k - ₱1M
Software Analyst Development Funds
Software
4th Month Simulation or Test Maintenance ₱50k-₱100k
Drive

5th Month to Full Operation Assigned Budget of

Onwards ₱100k / year
Table 1. Proposed Timeframe and Cost of the Operation of the Proposal
 II. DETAILED DISCUSSION OF THE PROPOSED SOLUTION

Dual Platform Accessibility, this software, as we propose, recognizes the diverse workforce,
the Integrated Employee Experience Management Software will be developed in two
versions. One is optimised for mobile devices, and the other is for desktop use. This platform
ensures that anyone can access it regardless of their preferred device, enhancing flexibility
and usability. All features will be tailored for compatibility with mobile devices and desktop
users (iOS and Android devices).

The features of the application are listed below :

1. Role-Based Access Control (RBAC) - with the use of extranet, users will be
assigned specific roles determining their level of access. For instance, higher-ranked
employees or project managers may have broader access, while others will be
limited to information relevant to their assigned tasks. In addition, employees can use
the application remotely, but with information censorship when being used outside of
the proper work area. External parties to the companies (e.i. partners, customers)
can also access some basic features and information about the company.

2. Single Sign-on - With a single sign-on feature, a user shall be given a specific
username and password that can access the company application. Upon access, the
app shall save the location and time interval of the user.

3. Search Function - A search function lets you find exactly what you need in all the
articles and posts on the company extranet.

4. Project Progress Monitoring - Users can access and monitor developments such
as project related statistical data, expense management, equipment directories,
employee performance directories, and company News/Calendars.

5. Chat/Comment System - To combat communication problems due to unorganised

messages. The system provides space where users can chat and send files,
pictures, and videos.

6. Battery Preservation - There are so many wonderful apps and concepts out there,
but if the battery drain is so significant that the end-user can’t sustain the life of their
device, then those features go to the wayside. As a result, solutions must account for
battery-preservation techniques and methods that ensure a prolonged experience
and sustained battery life for the end-user.
 III. JUSTIFICATION OF THE SOLUTION

A. Arguments that support the proposed solution

This proposal targets enhancing the existing management system of this company, which
became the fundamental reason for the massive resignations of our top performing
employees.

Digitalization has become a major trend nowadays. Parviainen et al. (2022b) Plus the
restrictions and social changes brought by the pandemic, it is a must that the management
system be modernised.

“It is concluded that at an industrial enterprise without the introduction of digitalization, the
information flow running is impeded, which significantly affects the quality and speed of
management decisions.” (RuDeck 2020) Hence, with the use of digitalized flow of
information in the company, the exchange of information, response to messages, and
making managerial decisions reduce the time required.

With the features listed in the second section, the problems and difficulties the employees
have shall be lessened. The application shall provide the following significant advantages to
the employees of the company:

1. Workload will be reduced as management shall be aware and notified of the projects
an employee has.

2. The dissemination of jobs will be given with equality to all employees. The
performance of each employee would be recorded and evaluated since this
application offers transparency.

3. Access to efficient and real time communication amongst employees and higher
positions shall be promoted, as this application creates a platform for such.

4. Monitoring of all equipment, facilities, and progress of projects will become available,
which can boost the performance of the company in general.

B. Justification of the needed resources

This proposal requires manpower and financial support as you would approve it. The
following are the must have for this operation to be feasible.

a. Man Power
1. High-skilled Software Engineers and Data and Security Analysts
- It's them who will develop the application in accordance with the features and
requests we have, including the security and safety of the information to be
input in the application. We should require them to have a degree and high-
experienced skill.
 2. Software Maintenance Team
- It's them who will monitor and make sure that the application is at its best
condition when it will be fully operational. They should have been trained and
have a high knowledge of this matter.

Of course, these people will need facilities and equipment [e.i. computers, internet, office
room, etc.] and a high salary for them to operate with assurance that the application will work
and be beneficial to the company.

Additionally, they also need adequate time. They will be given Three (3) Months to build this
application we proposed, which our department suggests but will be negotiable. For the 4th
and 5th months, the application should be tested and operational for company usage.

IV. CONCLUSION

A. Benefits and risks of adopting the proposal

If this proposal is approved, the company will surely benefit. The employee experience will
boost and improve as they will be managed right away with the advanced management
system. In the long run with the improved management system, employees shall perform
their best improving also the performance of the company in general. Although there are
risks and costs to take note and remember, our department is optimistic that this proposal
will 100% pay off.

B. Call to action
With your support, especially our executives, should this proposal be implemented
immediately. In this way, the problem we are facing this time won't be a thing for the
company's future. The plan is ready to be done, but only your approval will allow this to start.
We hope that you are also optimistic and can see the benefits and future progress this
proposal can offer.

C. Contact Person
For more information and to formally present this proposal, you can send your response by
going to our office or email to our email address — HRdepartment@daddybuilderinc.org.
You can also contact specific people in this department who have been the reason of this
proposal:

1. Kabigting, Dan [Proposal Principal Author]

09987654321 / dpkabigting@daddyybuilders.com

2. Bayle, Aljune Mark [Proposal Co-author]

09123456789 / ajbayle@daddybuilders.com

We, the HR department, thank you for reading this far. God bless us all, this proposal and
this company.
PROPOSAL TO MODERNISE THE
MANAGEMENT SYSTEM AS A
SOLUTION TO THE INCREASING
RESIGNATION
(Solicited Internal Informal Proposal)

Group 1
Santos, Ferdinand Jiego [Leader]
Paral, Mark Melino
Bayle, Aljune Mark
Repala, Jhecomiah
Benavidez, Justin
Aguinaldo, John Luigi
Autor, Kylle
Palionay, Mark Jerome
Andres, Alexander
Kabigting, Dan Paul
Leoncio, Florencio
Lao, Noraldin