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Bestlink College of the Philippines
Chapter I – Project Charter
1.0 PROJECT BACKGROUNDNowadays as the new era of an advanced high-tech environment, the business
world is also entering into an era of fierce competition amongst the companies and
firms. This illuminates the type of an up to date business environment that
companies have to face. The rapid change in the service rendering business
reminds us that, for a business to survive, it has to focus on its core competencies
and discover in order to keep ahead of the competition especially managing its
human resources well. The Human Resource Management System (HRMS)
focuses on the accurate profiling of an employee together with their respective data
and information, requirements and trainings in order for them to be qualified and get
a chance to be hired. Human Resource Management System also provides the
employee employment management, leave and absenteeism information, benefits,
performance appraisal, training and staffing. Since it was focused on the profiling
and training of the employees, HRMS is the main process to manage productive and
well-disciplined employees that can subordinate to organization’s goals and purpose
to achieve its success and objectives. With this, the HRMS offers the advantage of
handling and managing people that brings more competitive advantage over
competition.
1.1 PROBLEM / OPPURTUNITY DESCRIPTIONHuman Resource management has a major impact on individual and so
on productivity and organizational performance. Human Resource
Management implies the ways in which HRM is crucial to organizational
effectiveness. Hence organizations have to carefully design strategies and
relate to human resources for effective utilization in achieving greater
competitive performance. The manpower which includes in the strategy of the
companies has to follow in terms of greater performance and pattern should
be carefully maintaining its human resources in its good shape. Therefore,
the following will be the problem/s to be resolve:
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Bestlink College of the Philippines
Poor employee information, requirements and 201 filesToday, most of the companies and firms are using the
spreadsheet application to save the data and information of their
employees. With the service rendering companies with a larger
manpower increments the number of employees where the records
of the employees are also incrementing. Upon using these
spreadsheet application, the employees records become massive
and numerous. This application has a limited capacity to hold larger
data entries and there will be a possibility that this application might
not be work properly during the transaction process or rather when
saving the data entries prior to the larger data it carries or has been
stored.
Frequently loss of employee’s records, files and requirementsMost of the HR department is commonly using file cabinets
for storing the employee’s records and files. It includes the
employee’s resume, requirements, 201 files (trainings, seminars,
achievements and accomplishments) and other files where these
records are not sorted according to its department. With these file
cabinets, searching for a certain employee files might cost a time
consuming and such effort in order to find the needed file/s of an
employee. This indicates an outdated process of managing
employee’s records on which the HR staff retrieves data slower
and might be caused an error for reports generation that absolutely
affect the credibility of the HR department to fulfill its duties and
responsibilities.
Manual Update for employee’s records and 201 filesUpdate for employee’s records and files are essential for HR
staffs. This will be the basis for employee’s updated status
regarding with their basic information, rate, position, benefits and
their 201 files. Unfortunately, most of the companies are still using
manual update for their employee’s records and files. The HR staff
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Bestlink College of the Philippines
manually checked the status of the employee’s if there are certain
changes regarding with their profiles. This will result a time
consuming method by searching employee’s file to update and let
the employee fill up the needed data just to ensure that the
employee’s profile has been updated.
Unavailable employee records quick viewing / retrievingEmployee’s records that stored in the spreadsheets and file
cabinets are enough for some HR staff. Although this may cause a
leakage of employee’s personal records and other confidential files,
some of the HR staff prefers to use this kind of process on which
they can store, view and retrieve employee’s records respectively.
Unfortunately, HR managers are unable to view the employee’s
records and performance as quickly as possible because of an
outdated information system that has been implemented. That’s
why HR managers wishes to create a quick viewing of employee’s
records and files on which they can review the employee’s status
and performance for appraisal and promotion purposes.
Poor Leave Monitoring for the employees Monitoring of employee’s leaves is very important to
observe. It serves as benefit for the employees when emergency
happens or when the employee decided to use their leave as a
vacation or when they are sick. Monitoring of leaves should begin
from the day it started until it is terminated including leave balances
or the remaining leaves to avail. The employees who reached a
minimum of one year of service in a company are entitled to avail
their leaves depending on the contract signed by the employee to
its employers. There are many employees filling up and availing
their leaves, and it is actually hard to monitor each employee’s
leave information manually. It should be monitored one by one,
employee by employee just to ensure that the leave benefit of an
employee has been perfectly distributed and monitored well.
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Bestlink College of the Philippines
1.2 BENEFITSAs the technology rapidly arises, it is important to a company for having a
systematized and computerized business process to survive and able to
compete to other service rendering companies. With the Human Resource
Management System, the productivity of the company’s employee has been
improved. Internal coordination between the human resource management
and the rest of the department personnel will be a success. The human
resource management system will surely answers the needs of the
company’s business process to satisfy the impressions of the clients and
surpassing their expectations. The Human Resource Management System
will provide management efficiency by providing targeting current processes
for improvement, development of centralized Human Resource services that
are shared throughout the organization and integrating the HR into the
strategic planning process. The following enumerated below are the
beneficiaries of the HRMS.
Human Resource ManagerWith the use of HRMS, the HR manager can monitor employees efficiently
and accordingly. HR manager allows viewing, updating and modifying of
employees profile with ease. HR manager may also account a certain
punishment and sanctions according to the performance evaluation of the
employees. This will result a good governance and higher working morale of
the HR department and its staff.
HR Staffs and PersonnelUsing of today’s technology, the HRMS is merged into an up-to-date
information technology that serves as one of the best solution for the HR staff
for handling the manpower activities. HR staffs are responsible for handling
employee’s records, requirements, 201 files, training, leaves, employment
information, retention and reports. By HRMS, the HR personnel can monitor
and handle these important activities regarding with handling of manpower
activities properly, accurate and computerized HR processes respectively.
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Bestlink College of the Philippines
The EmployeesThe HRMS provide security for employee’s records and profiles by
providing a secured database for storing confidential files for each employee.
This will keep the credibility of the HR department for securing employees
personal data from stealing, messing, accessing and illegal alteration of
unauthorized personnel. The data that has been saved by the HRMS are the
files that correspond to the employee’s profile, background, education, skills,
seminars, achievement, training, experiences and requirements which should
be kept properly and confidentially.
The ProponentsThe HRMS is an example of a project study on which the proponents has
to develop in academic purposes. If the HRMS has finished, implemented and
distributed to the client, this will be considered as a job well done for the
proponents considering the time and effort that the proponents exerted to this
project. Fortunately, the success of the HRMS will be a sign of innovation with
the perseverance of the proponents to analyze the problems and find the best
solution to answer the needs of the clients. Definitely, this is a treasure for
which the proponents exceed to their limits by applying knowledge and
abilities that other people can never be bribed.
The Future Proponents / Project TeamAs for the future researchers from other institution with the same field as
the proponents belongs, this project study can use as their reference and
guidelines for their own research and project study. If the HRMS will be
successful, their research will also be a success prior to the knowledge and
abilities that implied by the proponents to build and developed the HRMS
successfully.
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1.3 GOALSThe following describe the goals of the Human Resource Management
System to be implemented, installed and addressing the problem and finding
the best solution to the problem.
To create a real time employee profiling, employment information
including the employee’s 201 file
To secured the employee records regarding with the employee’s
201 files and requirements needed by providing a secured
database with quick access, convenient and time saving storing
and retrieval of data
To make the employee’s profiles and records to update at ease
To provide a quick viewing and retrieving of the employee’s profiles
and records including the employee’s training and appraisal
information
To provide a systematized employee’s Leave Monitoring
To provide a systematized employee’s Post-Employment Benefits
1.4 STAKEHOLDERS AND CLIENTSThe HR Department
The HR department is the first stakeholder that will be the most
beneficiary of the HRMS. The HR department is the main user of the system
developed by the proponents in order to help the department assess their job
easily and accurately.
The HR ManagerThe HR manager is the one who manages the manpower of the company.
The proponents interviewed the HR manager regarding with the problem that
they encountered and try to find out the best solution to the HR department.
The Proponents The proponents will have the opportunity to enhance the HR department
of the company by undertaking a project study and produce an up-to-date
information system that will surely helps the human resource department and
able to answer the company problem regarding of handling its manpower.
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Bestlink College of the Philippines
The EmployeesThe HRMS provide security for employee’s records and profiles by
providing a secured database for storing confidential files for each employee.
This will keep the credibility of the HR department for securing employees
personal data from stealing, messing, accessing and illegal alteration of
unauthorized personnel. The data that has been saved by the HRMS are the
files that correspond to the employee’s profile, background, education, skills,
seminars, achievement, training, experiences and requirements which should
be kept properly and confidentially.
The UserThe user of the HRMS will be the employee or anyone who is authorized
for handling and managing the employees. The HRMS will help to manage
the manpower of the company efficiently and accurately.
The Proponents School / InstitutionThis project study is the proof of better and outstanding education
provided by the current school of the proponents which is the Bestlink College
of the Philippines. It is a good evidence and result of good teaching-learning
activities providing the best workflow that has to be produced by the current
school of the proponents.
2.0 PROJECT SCOPEHuman Resource Management is used to gain competitive advantage
together with an excellent business strategy. HRMS elevates human
resources management from micro level (individual personal level) to the
macro level (business strategy level). HRMS includes analysis of business
and socio-political environment. That’s why Human Resource personnel must
be aware of global business and social trends and should be able to perform
environmental scanning. HRMS also includes internal human resource
analysis. Therefore, the Human Resource personnel must analyze human
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Bestlink College of the Philippines
resources against current and future business strategies and identify the
gaps between them.
2.1 OBJECTIVESThis section describes the components or parts of the Human Resource
Management System to be accomplished. Objective statements on this
section will clarify and demonstrate the boundaries of the scope under the
HRMS. This will be illustrated as the Work Breakdown Structure (WBS) under
the Human Resource Management System.
2.1.1 Service Management System – HRMS (Profiling and Training)
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Service Management
System - HRMS (Profiling and
Training)Hiring of Employees
INTERVIEW
Initial Interview
-Basic Information (Resume)
-Employment Records
-Initial Assessment( Agency / Direct)
-Psychological Assessment
Passed / Failed(Verbal Notification)
Examination
Passed / FailedVerbal Notificatiion
Final Interview
Passed = Employment
Failed = Verbal Notification
Bestlink College of the Philippines
Figure 2.1.1 the figure shows that the first module of the SMS-
HRMS which is the hiring of new employees.
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SMS- HRMS (Profiling and Training)
EMPLOYEE PROFILES
Add New Employee
*Basic Information*Position*Rate*Department / Posting*Date Hired*Basic Salary - Basic Pay -Overtime -Holiday (special / legal)*Benefits -SSS -GSIS -PAGIBIG -PhilHealth -Allowance -Leaves (Vacation, Sick, Maternity)*Retention -13th Month Pay -Bonusses -Incentive Leave*Tax / Tin #*Requirements Passed*201 Files
Update Employee Profile
*Basic Information*Position*Rate*Department / Posting*Date Hired*Basic Salary - Basic Pay -Overtime -Holiday (special / legal)*Benefits -SSS -GSIS -PAGIBIG -PhilHealth -Allowance -Leaves (Vacation, Sick, Maternity)*Retention -13th Month Pay -Bonusses -Incentive Leave*Tax / Tin #*Requirements Passed*201 Files
Bestlink College of the Philippines
Figure 2.1.2 shows the second module of the HRMS which is the
adding of new employee for the profiling function of the system.
Figure 2.1.3 shows the third module of the HRMS which is the staffing
function of the system. This includes the attendance evaluation of the
employees which the data is exported from the HR Recruitment and
Assignment monitoring system.
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SMS-HRMS(Profiling and
Training)
HRMS-Staffing
Employee Monitoring
LEAVES
- Maternity -Vacation -Sick -Incentive
HR Evaluation
Probationary Employees
List of Employees
HR Manager Evaluation
- Attendance - Performance -Self-disciplined -Skills -Behaviour
Bestlink College of the Philippines
Figure 2.1.3 shows the third module of the HRMS which indicates the
employment management of each employee regarding with their
retirement, termination and employment benefits.
Service Management System – Human Resource Management System Page 11
SMS-HRMS(Profiling and
Training)
Employment Management
Retirement
-Early Retirement -Regular Retirement
Termination
-Contract Termination (End of Contract)
-Forced Termination (Serious Violations
such as misconduct, thief etc.)
Post-Employment Benefit
-Backpay -Separation Pay
Bestlink College of the Philippines
Figure 2.1.4 shows the module of the HRMS which deals with the
training information of an employee. Consists of training title, category
and duration on which the certain training has been done. The HRMS
also offering training for newly hired employee.
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HRMS- Profiling and Training
Training Information
Title
- Certificates-Type of Training
Category
-Marksmanship-Security Training- Survival Training
-Examination-Orientation
Duration
-Time Start-Time End
Bestlink College of the Philippines
Figure 2.1.5 the figure shows the module of the HRMS which provides
the reporting of the system. The HRMS could export and import reports
from the other application such as MS OFFICE and other application to
make the user generate the reports at ease.
Service Management System – Human Resource Management System Page 13
HRMS- Profiling and Training
Reports
Exported Report
-Export to Word-Export To Excel
-etc.
Import Report
-Import from Word-Import from Excel
-etc.
Free-Report
-Auto Generated-Based on User's
Needs-According to
classification of Reports
Analytical Reports
- Graphical Reports
-Statistical Reports
Bestlink College of the Philippines
Figure 2.1.6 the figure shows the module of the HRMS which provides
the personalized screen based on the roles of the user. The HRMS
provides level of accessibility based on the position / role upon logging
in to the HRMS.
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Personalized Screen
HR Manager
- Full Control on HRMS
-Hiring and Staffing Procedures
- Add / Update / Search / View / Modify / Delete /
Generate Reports -Allow access to HRMS Special
Functions- Manage Employee
Benefits / Leave / Appraisal
-Employment Management
HR Staffs
-Partial Control on HRMS
- Add / Edit / Update /
Search / View / Modify Employee
Profiles- Generates
Reports-Hiring and
Staffing procedures
HR Trainee
- View, Read and Search only
Employee Profiles-Minimal
Accessibility priority
Employee
- Read Only Users
-View Only Users
-Search Only Users-Least
Accessibility priority
Bestlink College of the Philippines
2.1.2 HRMS - Work Breakdown Structure The figure below shows the tasks under the initialization
process, system planning, system analysis, system design and system
testing and evaluation that the proponents has to be accomplished in
order to make the HRMS successful.
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Bestlink College of the Philippines
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HRMS (Profiling and Training)
Initialization Process
Orientation about the PS1
PEC Orientaition with 4thyr Students
Selection of Sub-sysems per Section
Selection of Team Members with role
Group Meeting
Conduct Background of the System
Internet Research / Library research
Construct Project Proposal
Deliverable: Submit Project Proposal
Submit revised Project Proposal
Choose Project Team Adviser
Submit Adviser Consent Form
(F2)
Schedule Weekly Consultation with
adviser
System Planning
Develop Project Charter
Deliverable: Submit Project
Charter
Submit revised Project Charter
Create the WBS
Draft the WBS
Submit revised WBS
Company Interview
Create interview Questionnaire
Look for atleast 5 Security Agencies
Schedule interview
Conduct interview
Letter for Interview
Schedule the weekly checking of
document with adviser
List down the result and
make revisions
System Analysis
Collect gathered data from
interview & research
State the Project Scope &
Objectives
Determine the system process
and modules
Finalize Project Charter
Determine the problems
Review of Related Studies & Systems
Research 5 Foreign & 5 Local Related Studies
Construct Matrix of related studies
Draft of Chapter 3 EIS Project Management
& Development
Develop RMMM, SQA & SCM Plan
Weekly Consultation
Document the result of
consultation with revision
Start Software Prototype
System Design
Describe System
Specifications
Determine the Functional
Requirements
Functional Data
Description
System Architecture
Model
Data Description
Human Interface
Description
Describe Software
Requirements Specifications
Determine Usage Scenario
User Profiles
Use Cases
Data Model & Functional Model
Identify Restrictions &
Limitations
Describe Software Design Specifications
Data Design
Architectural & Component-level Design
Make necessary changes in project
documentation
Document the revisions
System Testing and Evaluation
Describe Test Specifications
Make a Testing Plan
Testing Procedure
Unit Testing
Integration Testing
Validation Testing
High-order Testing
Preparation for Project Defense
Project Defense
Evaluation
Document & Software Revisions
Checking of revise documents with
adviser
Bestlink College of the Philippines
2.2 DeliverablesObjective 1: Employee Hiring – Interview
Project Deliverables Work Products / Description
Interview
This is a part of the Human Resource Management System on which the applicant undergoes an interview with the HR personnel. This is the first step on which the applicant will be determined if he/she is capable of being part of the company.
Initial Interview
The initial interview includes the checking of basic information of an applicant. The HR personnel conduct the preliminary assessment with the applicant. If the applicant fails during the initial interview, the HR personnel will notify the applicant verbally. However, the passing applicant will be notified to the next step of the hiring process – the taking of the examination.
Examination
The examination phase is very common for the HR department to assess the knowledge of an applicant towards the job that they are applying for. Examination serves as the primary impression of the HR manager whether the applicant has the ability to handle such position that they are looking for or not.
Final Interview
This phase is the last phase of interview. If the applicant passed the examination, the HR staff or personnel immediately notified the applicant that they passed the interview verbally. The HR personnel will conduct an orientation schedule and passing of the needed requirements for the applicants who passed the interview stage.
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Bestlink College of the Philippines
Objective 2: Employee Profiles- Add New Employee
Project Deliverables Work Products / Description
Add New Employee
This part of the SMS-HRMS includes the module on which the profiling of the newly hired employees is acquired. Including the employees under the on-the-job category. The following information that includes in the add new employee module:
Employee’s Basic Information Position Rate Department / Posting Date of hired Basic Salary Benefits Retention Tax Number Requirements Passed Employee’s 201 Files
Objective 3: Employee Profiles – Update Employee Profiles
Project Deliverables Work Products / DescriptionUpdate Employee Profiles
In this module, the profiles of the employees contain update function. The HR personnel allow updating certain data of an employee when needed. This includes the changes of employee’s requirements prior to the renewal policy of the company. The following includes in the update function of the HRMS:
Employee’s Basic Information Position Rate Department / Posting Employee ID
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Bestlink College of the Philippines
Date of hired Basic Salary Benefits Retention Tax Number Requirements Passed Employee’s 201 Files
Objective 4: HRMS Staffing – Employee Attendance
Objective 5: HRMS Staffing – Leave Information
Service Management System – Human Resource Management System Page 19
Project Deliverables Work Products / Description
Employee Attendance(Daily, Weekly, Monthly)
To be exported in HR Recruitment and Assignment Monitoring System
Monitoring of attendance is one of the important tasks of the HR department. Attendance of the employee is one of the essential factors of their performance evaluation conducted by the Human Resource Personnel. This also a basis for their salary computation, that’s why monitoring of attendance is absolutely important. The HRMS Profiling and Training doesn’t have an attendance monitoring perhaps it is acquired by the other HR System which is the HR Recruitment and Assignment Monitoring System. This is why the HRMS Profiling and Training needs to integrate into the other HR system to export the needed data regarding with the attendance of the employee for evaluation purposes of the HRMS.
Bestlink College of the Philippines
Objective 6: HRMS Staffing – HR Evaluation
Objective 7: Employment Management – Retirement
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Project Deliverables Work Products / Description
Employee Leave Information
Leave is a part of employee’s benefits that can avail anytime after they reached the minimum of one year in service with the company depends on the contract between the employee and the employer. Employees that are entitled with this benefit can avail upon the given situation. The employees are not allowed to use their leave benefit on the peak season prior to the working protocol of the company. Leave incentive are classified as:
Maternity Leave Vacation Leave Paternity Leave Sick Leave
Project Deliverables Work Products / Description
HR Evaluation
The evaluation is a part of the staffing module under the HRMS. This includes the performance of an employee through their attendance, behavior and appraisal. With this, the HR personnel will surely easily decide for the appraisal and commendations for the employees. Evaluation for the employees is essential for the company to be successful. Employees are the ones who work for the company with all their knowledge and abilities that’s why employees played the biggest asset especially in the service rendering companies. The evaluation function allows the HR manager to identify the probationary employee regarding with their appraisal and good feedback upon their performances in the company.
Bestlink College of the Philippines
Objective 8: Employment Management – Termination
Objective 9: Employment Management – Post Employment Benefits
Service Management System – Human Resource Management System Page 21
Project Deliverables Work Products / Description
Retirement
This is a part of the Employment Management under the HRMS. Employees are entitled for a retirement when they reached the given age requirement upon working for the company for years. There are two types of retirement in the HRMS – 1. Early Retirement where the employee retires on or before they turn sixty (60) years old 2. Regular Retirement where the employee retires at the age of sixty one (61) or above.
Project Deliverables Work Products / Description
Termination
The termination is the ending of contract of an employee to work for the company. There are two ways on which the employees will be terminated. 1. Contract Termination – this indicates that the employee fulfills the terms and conditions that has been indicated to the employment contract between the employee and the employer. Most of the people prefer contract termination as End of Contract. 2. Forced Termination – this indicates that the employee commits violation, negligence, misconduct and other criminal cases that must be considered to terminate the employee contract immediately prior to the rules and regulations of the company and the law itself.
Project Deliverables Work Products / Description
Post Employment Benefits
These benefits are the incentives of an employee who work for the company for years. This includes the back pay and separation pay for the employee who has been terminated upon the contract termination or retirement benefits.
Bestlink College of the Philippines
Objective 10: Employee Trainings Information
Objective 11: Reports
Project Deliverables Work Products / Description
Export Report
This is a part of the Human Resource Management System on which the user could export the needed report from the other application such as the MS OFFICE application.
Import Report
This is a part of the Human Resource Management System on which the user could import the needed data and information from the system to be imported to other application such as word, excel, etc.
Free Reports
This is also included in the HRMS function on which the user could choose the data and information that the user like to print as they wishes.
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Project Deliverables Work Products / Description
Employee Trainings
The HRMS provide the information about the trainings of an employee. This training information is essential for an employee to have an opportunity to level up their position and be able to complete their requirements that will also be needed by the HR department for employee evaluation purposes.
Bestlink College of the Philippines
2.3 Out of ScopeThis section describes the items or functions that may be related to the
Human Resource Management System, but it will not be managed as part of
the project. The following items are defining the out of scope under the
Human Resource Management System:
Recruitment and Assignment monitoring of personnel / employee
Billing and payment of the employee’s wages
Salary/ payroll of the employees
Contract management of personnel / employee
Employee’s Case Information
Material / Supplies Management
Online Human Resource Management System
2.4 Enterprise Information System Functionalities1. Mobile Application
The HRMS also provide android application on which the Human
Resource department provides quick viewing of employee profiles through
the HRMS Android application online. This HRMS android application
consists of updated status of an employee regarding with their
performance, appraisal, employment status, benefits, personal
information, trainings, 201 files and evaluations.
2. Personalized ScreenThe HRMS provides different access categories based on the user’s
role or position. This will definitely prevents unauthorized personnel for
gaining further access especially on the functionalities and features of
HRMS that is not suitable for lower position on the company.
HR Manager
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The HR Manager gains the full control over the HRMS. The
manager allows accessing the entire functionalities and features of
the HRMS considering its high position to the company. HR
Manager allows editing, updating, searching, viewing, deleting,
modifying all accounts, generating reports, creating leave
information, creating appraisal and managing employee benefits
and employment information.
HR Staff
The HR Staff is the second to the highest role on the HRMS.
HR Staff allows editing, updating, searching, viewing, deleting,
generating reports and modifying accounts. Unlike the HR
Manager, HR Staff is not allowed to create and manage employee
appraisal, employment and leave information.
HR Trainee
The HR Trainee is the third to the highest role on the HRMS.
HR Trainee has a lessen accessibility to the HRMS functions and
features. They are only allowed for viewing and searching
employee information and profiles. HR Trainee also allowed
modifying their personal username and password.
Employee / User
The least amongst the role is the general user of the HRMS
which is the employee. They are only allowed to view employee
profiles.
3. Import / Export FacilityThe HRMS provides import and export facility on which the reports
generated by the HRMS could transfer to other office applications such as
MS Word, MS Excel etc. HRMS could import reports coming from the
other application to the HRMS. With this, the HRMS provides other
alternative way for creating reports on which it can extends its
functionalities through the other known applications.
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4. Free Report FacilityThis will help the user of the HRMS for getting the necessary
reports according to its description. HRMS will provide free reporting on
which the user could choose the needed reports / data to be printed.
HRMS also provide broad classification and description of reports.
(Example: Daily, Weekly, Monthly, Annually Reports)
5. Analytical Reports Graphical Representation of Reports
Statistical Reporting
3.0 Project Plan3.1 Approach and Methodology
In this phase, the proponents discuss the possible ways of solving the
problems and the steps on which the proponents will require accomplishing
for the succession of the Human Resource Management System. The
proponents decide to use the System Development Life Cycle (SDLC) to
determine the possible way for solving the problems.
Project PlanningThe first step will be the planning of execution for the software
development. It requires a sufficient background study by collecting the
data and information needed to fulfill the requirements in the development
of the software. The proponents also have to conduct surveys and
interviews to gather the necessary data that will surely help to determine
the business processes involve in the human resource management
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system. The proponents have to create long-term plans for the tasks that
they have to comply within the first day of the development to the
implementation phase of the software. It requires presenting a work
breakdown structure to illustrate the tasks of the proponents and the time
that they finished each tasks.
System AnalysisGathering of data and information is the most important task that
the proponents must comply. It is acquired by conducting several
company interviews, providing questionnaires, surveys, term papers and
research. Data gathering is essential for studying the business process
that can be helpful for the developing of the software. The data that will be
collected is important to create the best workflow of the business rules
applicable for the client’s requirements and expectations. The proponents
are required to have at least one client to be able to collect the exact data
and information needed to identify the requirement specification of the
human resource management system.
System DesignThe human resource management is based on the idea that
organizations gain competitive advantage with the employees that are
valuable, rare, difficult with high competence levels for competitors to
imitate or acquire success by enhancing the overall value of the firm. The
proponents have a role and responsibility in order to execute the
development of Human Resource Management System. Managing of the
project team is also a resource that needs for the software development.
The proponents have to identify the hardware and software that has to be
used during the development of the human resource management
system. There is a rule given by the PEC regarding to the programming
language and database to be used. With this, the proponents will have to
use Java programming language for the front-end and MS SQL for the
back-end of the system.
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System ImplementationSystem implementation will be acquired after the development of
the HRMS. In this phase, the efficiency and reliability of the HRMS are
going to be tested. When there are some errors occur during the
implementation phase, the proponents must furnish the errors and bugs to
make the HRMS work efficiently and accurately to meet the requirements
and needs of the client.
System Operation, Support and MaintenanceThe system operation, support and maintenance aims to satisfy the
needs and expectation of the client by maintaining the HRMS to its
workable status without errors and bugs. When there are some changes
that the client wants to employ, the proponents will surely handle the
maintenance of the HRMS to meet the satisfaction of the client. The
proponents are also required to check the HRMS when it is fully
implemented at least once a month. This will ensure that the HRMS are
functioning well.
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3.2 Project Timeline
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3.3 Success CriteriaThis section identifies the outcome of the Human Resource
Management System. The following are the criteria to be met by the
Human Resource Management System to address the improvement of the
system and the problem to be reduced.
Better execution of the project objectives
Accuracy of fact-finding techniques
Correct interpretation of business rules and processes
Documenting the system requirements
User – Friendly Interface
Proper System Coding
Best workflow results
Suitable Database for data storage and Security of Files
Positive Outlook and Feedback of the clients
Adding, Updating and Monitoring of employee Profiles and 201 files
Applying of today’s trends of technology
3.4 Issues and Policy ImplementationsThe following listed below are the function or other system process
that have a minor conflict with the Human Resource Management System.
Recruitment and Deployment of the employees
Payroll of the Employees including the salary deductions
Contract Management between the employee and client
Property Monitoring
Assignment Monitoring of the employees
Computation of employee’s Salary deductions
Employee Case Management and Monitoring
Attendance Monitoring of the employees
3.5 Risk Management Plan
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Risk FactorProbability
H-M-LImpactH-M-L Risk Management Action
Financial Risk H H
Cost efficient options. Every company has been facing this kind of risk. The company must procure the best hardware and software specification to support the development of HRMS. Procurement of the quality materials at lower cost is the best way to avoid further costing. Spending too much money for materials needed for development of the HRMS is not a good option if the company can avail these materials at much cheaper price with the same quality.
Strategic Risk H M
Achieving of Business Objectives. The proponents must provide proper strategies to develop the HRMS successfully. The proponents choose the SDLC method in order to identify the requirements specification, the business processes, the problems and the possible solution/s to the problems. The success of the proponents is based on the strategies that they have been established and followed. The proponents must strategize the development of the HRMS to provide satisfaction to the client and the user of the software. When there are some changes, the proponents will have to communicate well to the client to avoid conflict.
Operational Risk M M Create a Contingency Plans. When the HRMS were successfully implemented, the proponents are required to
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maintain the HRMS to its best shape. The proponents must have an agreement between the clients to have system maintenance at least once a month. This will ensure that the HRMS is working properly without any possible errors and bugs. Definitely, this is actually one of the responsibilities of the proponents – software maintenance.
Compliance Risk M M
The proponents must identify the proper scoping of the project. Determining also the project limitations and out of scope is one of the best way to avoid further costing regarding with the HRMS project.
Technical Risk M M
Identify the resources needed with higher quality to avoid further technical errors. Technical risk like malfunctioning of the keypad, mouse, monitor etc, are easily to fixed and configured. When there are error occur like this, the HRMS can also be implemented to other System Unit or laptop just to resume the previous transaction interrupt by the technicality issues. The proponents suggest for having an Uninterruptible Power Supply when there are power interruptions occur. Power generator is also advisable to avoid this kind of technical problems. This may be a little bit expensive but reliable.
Business Impact Risk H H Analyze the Business Rules. The proponents must identify the exact business processes and requirements specification
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in order to develop the best workflow of the HRMS. The features of the HRMS are based on the business rules provided by the client.
Human Resource Risk M M
HR Succession Planning. The HR department must conduct a proper training for the employees to be able to operate well the HRMS when it is implemented.
Technology Risk M M
This risk can happen during the system development of the HRMS. The proponents must identify the possible errors and bugs that may occur and find a possible solution to avoid it.
3.6 Service TransitionThese are the following activities that the company will surely comply
regarding with the system’s software, hardware, system specifications,
computer personnel, system requirements and implementation procedure.
The company must invest new desktop/ Laptop computers.
At least one (1) Printer for each department
One computer administrator per department
Higher Specification of hardware for each computer unit
Conducting a proper training for the employees when the system has
been implemented
Regular Maintenance of the system software
Upgrade of the system software (depends on the client)
Implementing the accessibility to the system according to the position
of the company (user, admin, manager etc.)
3.7 Option Analysis
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In this section describe the alternative options that have been considered
as other approaches prior to the work that have been made any importance
between the client and the proponents.
The client has the right to decide whether they used the Human
Resource Management System or still using the existing system.
If the system was rejected, the proponents have the authority to sell it
to other client/s prior to the rights and authorship of the proponents.
If the system met the requirements and did hit the project budget, the
cost savings will be settled according to the deal between the client
and the proponents.
If the system has been remarkably compared to other system with
lacking of the functionalities that has been expecting, the client have
the rights to question the system and it is the duty of the proponents to
fix the problem respectively.
4.0 Technical FeaturesIn this section, the proponents identified the possible technical features that will
be needed to develop the Service Management System – Human Resource
Management System successfully. Technical features provide the possible
identification and description of the applications, software, hardware, features,
peripherals and some devices that will support the HRMS. The following are the
possible technical features under HRMS:
Front - End: Java Netbeans IDE 8.0 version
Java is one of the best programming languages for developing system
software. The proponents will use the Java Net beans 8.0 for developing
the front-end of the HRMS. The PEC is requiring the proponents for
using only Java language for the HRMS project.
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Back – End: MS SQL
The MS SQL will serve as the back-end of the HRMS. This application is
the database of the HRMS that will store all of the data and information
coming from the front-end of the HRMS. Although there are many of the
database application to choose from, the proponents will use the MS
SQL as a part of requirements given by the PEC panels.
Operating System: Windows 7 Ultimate 64bit/ 32bit / Windows 8
The proponents will use Windows 7 and Windows 8 operating system to
develop the HRMS. This is very commonly used operating system today
for desktops and laptops.
Memory Capacity: 2GB RAM
The memory capacity of the laptop or desktop must be at least 2GB to
avoid system error like loading of the applications.
HDD Capacity: 320GB
This is the capacity of the laptop that the proponents currently using to
develop the HRMS. The applications like Java Netbeans and MS SQL
requires a huge amount of storage capacity.
HP LaserJet Printer The proponents will need a printer for printing of reports processed by
the HRMS. Printer is essential for printing the documentation of the
HRMS project.
Scanner
This device will support the functionality of the HRMS to scan the
documents and stored it to the database.
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5.0 Project Organization and Staffing
Project Organization and Staffing for the Human Resource Management System
ROLENAMES & CONTACT
INFORMATION RESPONSIBILITIES
Project Manager Adoray, Jovito Rey R.
09287470403
Manages the team Project Execution Planning Strategy Project Initiation Project Control Risk Management Resolving the issues Budget the project Scheduling of tasks Leader of the team Final approval of the
design specification Control the project Monitoring of the
project schedule and executions
Monitoring project progress and performance
System Analyst Bate, Maverick Dilbert R.
09487931096
Handling of business Rules and processes
System Design Technology Analysis Document Framework Business
Requirements Software and
hardware specifications
Serves as software engineer of the project team
Identify potential computer application areas
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Business Analyst
Sarzata, Venice L.
09094421425
Analyze business process
Business plans Monitoring Translate Business
process Requirement
management Requirement Analyst Analyze Requirement Communicate w/
clients Collaborates with the
Document Specialist
Arabis, Kristine Gaye A.
09462739038
Performing evaluations and document audits
Effectively follow the standard operating procedures in submission of documents
Ensures that all documents are error-free in filenames, submission and requirements before submitting
Preparing the needed
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documentation compilation of all necessary details of
Lead Programmer Amante, Jerico T.
09129583438
Handling System Software
Program Development
Perform System Analysis
Train subordinates in programming
Develops programming methods
Correct errors on the system coding
Advisors and Resources
Ms. Eunice Balisi
09476621188
Support the proponents
Giving instructions and execution procedures to the proponents
Checking of the documentations and system development
Correct the proper documentation processes
System Development advisor
Acts as the consultant of the project team
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6.0 Project Budget
Budget Items Description Budget CostOne – Time Cost
PS1 Payment
This is the payment for the defense of the PS1 documentation of the proponents. PS1 expenses are compulsory payment of the proponents.
Php 1,000 * 5
PS1 Manual / Book
This manual is used as a preference of the proponents in developing the PS1 documentation.Title: Journey to Project StudyPublished by: IBC
Php 300 * 5
Total One – time Cost Php 6,500
Budget Items Description Budget CostOngoing Cost
Food
Food expenses are absolutely important for the proponents to avail. This will also included into the ongoing cost for the project development
Php 1,500 / month
Electricity Electricity expenses also included in the ongoing cost. This includes the usage of the electricity service for the development of HRMS.
Php 1,000 / month
Printing of Documents
The development of the HRMS must be documented. Therefore, this includes the printing expenses of the documents that will be presented upon defense.
Php 1,000 / sem
Transportation
Transportation expenses when the proponents are going to meet the client or going from other place in relation of the project development
Php 2,000 / month
Total Ongoing Cost Php 5,5007.0 Appendix A – Additional Information
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