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Bestlink College of the Philippines

Chapter I Project Charter


1.0 PROJECT BACKGROUND
Nowadays 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 organizations 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 DESCRIPTION
Human 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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Poor employee information, requirements and 201 files


Today, 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 employees records, files and requirements


Most of the HR department is commonly using file cabinets
for storing the employees records and files. It includes the
employees 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
employees 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 employees records and 201 files


Update for employees records and files are essential for HR
staffs. This will be the basis for employees 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 employees records and files. The HR staff

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manually checked the status of the employees if there are certain
changes regarding with their profiles. This will result a time
consuming method by searching employees file to update and let
the employee fill up the needed data just to ensure that the
employees profile has been updated.

Unavailable employee records quick viewing / retrieving


Employees records that stored in the spreadsheets and file
cabinets are enough for some HR staff. Although this may cause a
leakage of employees 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 employees records respectively.
Unfortunately, HR managers are unable to view the employees
records and performance as quickly as possible because of an
outdated information system that has been implemented. Thats
why HR managers wishes to create a quick viewing of employees
records and files on which they can review the employees status
and performance for appraisal and promotion purposes.

Poor Leave Monitoring for the employees


Monitoring of employees 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 employees
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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1.2 BENEFITS
As 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 companys 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
companys 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 Manager
With 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 Personnel


Using of todays 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
employees 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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The Employees
The HRMS provide security for employees 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 employees profile, background, education, skills,
seminars, achievement, training, experiences and requirements which should
be kept properly and confidentially.

The Proponents
The 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 Team


As 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 GOALS
The 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 employees 201 file

To secured the employee records regarding with the employees


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 employees profiles and records to update at ease

To provide a quick viewing and retrieving of the employees profiles


and records including the employees training and appraisal
information

To provide a systematized employees Leave Monitoring

To provide a systematized employees Post-Employment Benefits

1.4 STAKEHOLDERS AND CLIENTS


The 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 Manager
The 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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The Employees
The HRMS provide security for employees 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 employees profile, background, education, skills,
seminars, achievement, training, experiences and requirements which should
be kept properly and confidentially.
The User
The 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 / Institution
This 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 SCOPE


Human 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. Thats 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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resources against current and future business strategies and identify the
gaps between them.
2.1 OBJECTIVES
This 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)

Service
Management
System - HRMS
(Profiling and
Training)

Hiring of Employees

INTERVIEW

Initial Interview

-Basic Information
(Resume)

-Employment
Records
-Initial Assessment
( Agency / Direct)

Examination

Passed / Failed
Verbal Notificatiion

Final Interview

Passed =
Employment

Failed = Verbal
Notification

-Psychological
Assessment
Passed / Failed
(Verbal Notification)

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Figure 2.1.1 the figure shows that the first module of the SMSHRMS which is the hiring of new employees.

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

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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.

SMS-HRMS
(Profiling and
Training)
HRMS-Staffing

Employee
Monitoring

HR Evaluation

HR Manager
Evaluation

Probationary
Employees

LEAVES

- Maternity
-Vacation
-Sick
-Incentive

List of
Employees

- Attendance
- Performance
-Self-disciplined
-Skills
-Behaviour

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)

Employment
Management

Retirement

Termination

-Early Retirement
-Regular Retirement

-Contract Termination
(End of Contract)

Post-Employment
Benefit

-Backpay
-Separation Pay

-Forced Termination
(Serious Violations
such as misconduct,
thief etc.)

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.

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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

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

Reports

Exported Report

-Export to Word
-Export To Excel
-etc.

Import Report

-Import from Word


-Import from Excel
-etc.

Analytical
Reports

Free-Report

-Auto Generated
-Based on User's
Needs
-According to
classification of
Reports

- Graphical
Reports
-Statistical
Reports

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.

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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

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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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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HRMS (Profiling and Training)

Initialization Process

Orientation about the


PS1

PEC Orientaition
with 4thyr
Students

Selection of Subsysems per Section

System Planning

Develop Project
Charter

Deliverable:
Submit Project
Charter
Submit revised
Project Charter

Create the WBS


Selection of Team
Members with role
Draft the WBS

System Analysis

Collect gathered
data from
interview &
research
Determine the
problems
State the Project
Scope &
Objectives
Determine the
system process
and modules
Finalize Project
Charter

Group
Meeting
Submit revised
WBS
Conduct Background of
the System
Company Interview
Internet Research /
Library research

Deliverable: Submit
Project Proposal

Look for atleast 5


Security Agencies

Submit revised
Project Proposal

Submit Adviser
Consent Form
(F2)
Schedule Weekly
Consultation with
adviser

Construct Matrix of
related studies

Schedule the weekly


checking of
document with
adviser
List down the
result and
make revisions

System Testing and


Evaluation

Describe
System
Specifications
Determine the
Functional
Requirements
Functional
Data
Description
System
Architecture
Model
Data
Description
Human
Interface
Description
Describe
Software
Requirements
Specifications

Draft of Chapter 3 EIS


Project Management
& Development

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
Determine
Usage Scenario
User
Profiles
Use Cases

Document &
Software
Revisions

Checking of revise
documents with
adviser

Data Model &


Functional Model

Schedule interview
Conduct interview

Choose Project
Team Adviser

Research 5
Foreign & 5 Local
Related Studies

Letter for Interview


Create interview
Questionnaire

Construct Project
Proposal

Review of Related
Studies & Systems

System Design

Develop RMMM,
SQA & SCM Plan
Start Software
Prototype
Weekly
Consultation
Document the
result of
consultation with
revision

Identify
Restrictions &
Limitations
Describe Software Design
Specifications
Data Design
Architectural &
Componentlevel Design
Make necessary
changes in project
documentation
Document the
revisions

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2.2 Deliverables
Objective 1: Employee Hiring Interview
Project Deliverables

Interview

Initial Interview

Examination

Final Interview

Work Products / Description


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.

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.

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.
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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Objective 2: Employee Profiles- Add New Employee
Project Deliverables

Work Products / Description


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:

Add New Employee

Employees Basic Information


Position
Rate
Department / Posting
Date of hired
Basic Salary
Benefits
Retention
Tax Number
Requirements Passed
Employees 201 Files

Objective 3: Employee Profiles Update Employee Profiles


Project Deliverables

Update Employee Profiles

Work Products / Description


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
employees requirements prior to the renewal
policy of the company. The following includes in
the update function of the HRMS:

Employees Basic Information


Position
Rate
Department / Posting
Employee ID

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Date of hired
Basic Salary
Benefits
Retention
Tax Number
Requirements Passed
Employees 201 Files

Objective 4: HRMS Staffing Employee Attendance

Project Deliverables

Work Products / Description

Monitoring of attendance is one of the


important tasks of the HR department.
Employee Attendance
Attendance of the employee is one of the
(Daily, Weekly, Monthly)
essential factors of their performance evaluation
conducted by the Human Resource Personnel.
To be exported in HR Recruitment This also a basis for their salary computation,
and
Assignment
Monitoring thats why monitoring of attendance is
System
absolutely important. The HRMS Profiling and
Training doesnt 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.

Objective 5: HRMS Staffing Leave Information

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Project Deliverables

Employee Leave Information

Work Products / Description


Leave is a part of employees 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

Objective 6: HRMS Staffing HR Evaluation

Project Deliverables

HR Evaluation

Work Products / Description


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
thats 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.

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Objective 7: Employment Management Retirement

Project Deliverables

Retirement

Work Products / Description


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.

Objective 8: Employment Management Termination

Project Deliverables

Termination

Work Products / Description


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.

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Objective 9: Employment Management Post Employment Benefits

Project Deliverables

Post Employment Benefits

Work Products / Description


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.

Objective 10: Employee Trainings Information

Project Deliverables

Employee Trainings

Work Products / Description


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.

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Objective 11: Reports
Project Deliverables

Export Report

Import Report

Free Reports

Work Products / Description


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.
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.
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.

2.3 Out of Scope


This 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 employees wages

Salary/ payroll of the employees

Contract management of personnel / employee

Employees Case Information

Material / Supplies Management

Online Human Resource Management System

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2.4 Enterprise Information System Functionalities
1. 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 Screen
The HRMS provides different access categories based on the users
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
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

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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 Facility


The 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.

4. Free Report Facility


This 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

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3.0 Project Plan
3.1 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 Planning
The 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
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 Analysis
Gathering 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 clients 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.

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System Design
The 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.
System Implementation
System 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 Maintenance
The 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 Criteria
This 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 todays trends of technology

3.4 Issues and Policy Implementations


The 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 employees Salary deductions

Employee Case Management and Monitoring

Attendance Monitoring of the employees

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3.5 Risk Management Plan

Risk Factor

Financial Risk

Strategic Risk

Probability
H-M-L

Impact
H-M-L

Risk Management Action


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.
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.

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Operational Risk

Compliance Risk

Technical Risk

Create a Contingency Plans.


When
the
HRMS
were
successfully implemented, the
proponents are required to
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.
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.
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.

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Business Impact Risk

Human Resource Risk

Technology Risk

Analyze the Business Rules.


The proponents must identify
the exact business processes
and requirements specification
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.
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.
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 Transition


These are the following activities that the company will surely comply
regarding with the systems 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.)

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3.7 Option Analysis
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 Features


In 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

ROLE

Project Manager

NAMES & CONTACT


INFORMATION

Adoray, Jovito Rey R.


09287470403

RESPONSIBILITIES

System Analyst

Bate, Maverick Dilbert R.

09487931096

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
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

Document
Specialist

Arabis, Kristine Gaye A.

09462739038

Analyze
business
process
Business plans
Monitoring
Translate
Business
process
Requirement
management
Requirement Analyst
Analyze Requirement
Communicate
w/
clients
Collaborates with the
system developer to
establish the technical
vision of the analyzed
problem and needs of
the business
Responsible
for
gathering
and
understanding
the
business needs of the
members
within
specific projects

Performing
evaluations
and
document audits
Effectively follow the
standard
operating
procedures
in
submission
of
documents
Ensures
that
all
documents are errorfree
in
filenames,
submission
and
requirements before

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submitting
Preparing the needed
documentation
compilation
of
all
necessary details of
the project

Lead Programmer

Amante, Jerico T.

Handling
System
Software
Program Development
Perform
System
Analysis
Train subordinates in
programming
Develops
programming methods
Correct errors on the
system coding

09129583438

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 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 Study
Published by: IBC

One Time Cost

Total One time Cost

Budget Items

Php 300 * 5
Php 6,500

Description

Budget Cost

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 expenses also included in


the ongoing cost. This includes the
usage of the electricity service for the
development of HRMS.

Php 1,000 /
month

Ongoing Cost

Food

Electricity

Printing of Documents

Transportation
Total Ongoing Cost

The development of the HRMS must


be documented. Therefore, this
includes the printing expenses of the
documents that will be presented
upon defense.
Transportation expenses when the
proponents are going to meet the
client or going from other place in
relation of the project development

Php 1,000 / sem

Php 2,000 /
month
Php 5,500

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7.0 Appendix A Additional Information

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