TERM PAPER

ON

HRIS Practices On BANK ASIA

Submitted To:

Md. Abul Kashem

Associate Professor & Chairman

Department of Management Information Systems

University of Dhaka

Submitted By:

A.K.M. Iftekhar Aziz 61424-17-007

Md. Aminul Islam 61325-18-065

Md. Zakaria Hasan 61424-17-006

Pronoy Kumar Bhoumik 61424-17-077

Nasib Ahsan 61424-17-087

Department of MIS.

University of Dhaka

Course Title: Business Research

Course Code: EMIS-526

Date of Submission: 11th August 2014.

10th August 2014

Md. Abul Kashem

Associate Professor& Chairman
Department of MIS
University of Dhaka

Subject: Letter of Transmittal.

Dear Sir,

With great pleasure we present our Term paper topic on human Resource Information System practice
in bank Asia.

The term paper topic gave us an opportunity to learn a lot about the HRIS practice in a bank. The
knowledge and experience will help to prepare future reports and help in career.

This report is present different types of data by following your guidelines. In preparing this report we
tried to cover various aspects of the topic and present them accordingly.

Sincerely yours

Md. Aminul Islam Id-61325-18-065

A.K.M. Iftekhar Aziz Id-61424-17-007

Zakaria Hasan Id-61424-17-006

Pronoy Kumar Bhoumik Id-61424-17-077

Nasib Ahsan Id-61424-17-087

Executive Summary
Today HRM Practice is very essential part for any company which enables their employee to do
work efficiently. HRIS helps employee to understand the technology which are related to the
HRM. Human Resource information system allows people to boost up their work and using
technology for the effectiveness of worker .To make employee effective HRM helps an
organization by training and development of the worker.

As a banking sector needs to develop HRM and HRIS by practicing Recruitment, Selection,
training and development, Compensation, labor Law. All of these processes need information
system which deals with HRIS. Actually HRIS is a practice by an organization which makes
familiar to the employee about technology. “For A Better Tomorrow” is the mission of Bank
Asia Limited through a contemplation of assuring ‘A professional term of Bankers is running the
day-to-day operation of the Bank’. The Bank started commercial banking operations effective
from November 27, 1999. Bank Asia has fully automated Human Resource Information System
(HRIS). From an employee start to end they keep all records in their information system. The
software they use that’s name is Orbit and Human Resource Department use one portion of
Orbits software. Every employee can access his/her own information recorded in database from
his/her own account. , Bank Asia Limited put its best efforts to introduce a computerized
banking system which provides efficient, reliable, fast service and accurate information to its
customer as well as management, shareholders and regulatory bodies. Bank Asia Limited, since
its inception, has placed equal emphasis on all the four key functions of the process of HRM-
acquisition, development, motivation and retention.

Actually HRIS helps a bank to increase effectiveness of the employee and get competitive
advantage from the other bank.
TABLE OF CONTENT:

Title Page

Executive Summary i
Chapter-1 1
1.0 Introduction

1.1 Origin of the Report 2

1.2 Objective of the Report 2

1.3 Scope of the Report 2

1.4 Methodology 2

1.5 Data Sources 3

1.6 Limitations of the Report 4

Chapter-2 5
2.0 Introducing Bank Asia
2.1 Pay-off Line 5
2.2 Vision 6
2.3 Mission 6
2.4 Core Values 6
Chapter -3

3.0 Human Resource Management of Bank 7

Asia Limited

3.1 Job Requirement Analysis 7

3.2 Hierarchy of Bank Asia 8

3.3 Recruitment 10
3.3.1 Recruitment Process 10

3.4 Joining 11
3.5 Posting and Transfer 13

3.6 Annual Confidential Report (ACR) 13

3.7 Confirmation of Service 14

3.8 Leave Fare Assistant (LFA) 14

3.9 Leave 15
3.10 Pay and Allowance 16

3.11 Promotion 18

3.12 Training 19

3.13 Resignation 19

Chapter -4

4.0 Information Technology at Bank Asia 20

Limited

4.1 IT Support 20

4.2 Banking Operation 20

4.3 Back Office Automation 21

4.4 Human Resource Information System of 21

Bank Asia

4.4.1 Log on to Orbits 22-29

Chapter -5
30
5.0 Reports

5.1 Employee Basic Information Report 30

5.2 Employee Service Record Report 30

Chapter -6
6.Findings And analysis 31-36

Chapter-7
37
7.0 Recommendation

Chapter-8
38
8.0 Conclusion

References 39
Sample Questioners 40
1.0 Introduction
The Master of Business Administration (MBA or M.B.A.) is a master's degree in business
administration. The MBA degree originated in the United States in the late 19th century when
the country industrialized and companies sought scientific approaches to management. The core
courses in an MBA program introduce the various areas of business such as management
information systems, accounting, finance, marketing, human resources and operations
management; many programs include elective courses. In early 1999, on the basis of the concept
paper prepared by the Department of Management, the Faculty of Business Studies of University
of Dhaka passed the resolution to establish the Department of Management Information Systems
(MIS) and sent the resolution to the University authority for approval. In late 2004, the
University authority approved the proposal and established the Department of Management
Information Systems (MIS) and appointed Professor Dr. Abdul Mannan Choudhury as the first
Chairman of the Department on April 12, 2005.

This degree is different from other degrees in the extent that it requires to achieve practical
experience with relation to the theory. For this reason MBA students require to prepare term
paper to gather practical knowledge with that of theoretical knowledge which the acquired
throughout the degree. To obtain this degree from MIS department of University of Dhaka,
students must take a core compulsory subject named “Business Research”. Business research is a
field of practical study in which a company obtains data and analyzes it in order to better manage
the company. Business research can include financial data, consumer feedback, product research
and competitive analysis. Executives and managers who use business research methods are able
to better understand their company, the position it holds in the market and how to improve that
position. In this summer’ 2014 semester this salient& significantly influential course is being
taken by one of our most honorable, charismatic and eligible teacher Associate Professor Md.
Abul Kashem. He has successfully and efficiently guides us throughout the course and to
complete this course this report has been designed to portray ourselves on the basis of data from
Bank Asia Ltd. brief overview our activities, learning and IT supported Human Resource (HRIS)
activities of Bank Asia Ltd.

1|Page
1.1 Origin of the Report
Our academic course teacher Mr. Md. Abul Kashem, honorable faculty of MIS of University of
Dhaka assisted and guided us throughout the semester for the successful completion of the term
paper. At first, we decided the outline of the report and the main area to be focused. The HR &
IT personnel of Bank Asia helped us by providing all the necessary information required for our
paper. Then our teacher suggested us regarding the criteria that a good report should have and
what we should do to meet those criteria. We are grateful to all of the individuals for their
valuable suggestions and support.

1.2 Objective of the Report

 To fulfill course requirement.
 To apply theoretical knowledge in the practical field.
 To learn the practical uses of the terms and concepts of IT integrated HRM.
 To know about Human Resource Information System of a Bank.

1.3 Scope of the Report

The scope of this report is limited by the information given by the executives of Bank Asia
Limited since there is lots of confidential information which they are not willing to disclose.
Therefore the scope of this report is limited up to the practice of Human Resource Information
Systems (HRIS). This report mainly covered the IT supported HR practices.

1.4 Methodology
This report is based mainly on observations and based on questionnaire that we experienced
during interviews . Data required for this report were collected from the annual report of
Bank Asia Ltd. Apart from these, helpful information was collected from online resources. The
report is based on research methodology.

2|Page
1.5 Data Sources
Both primary and secondary data have been collected. We have gathered primary data by
personal interview of the Executives of Bank Asia Ltd. Mainly We have discussed with them
verbally. We collected information from them providing questionnaire and the annual report of
Bank Asia Limited. We used journals, brochures, manuals and several books on HRIS to prepare
this report. More than 70% data collected from bank and articles, different websites, Wikipedia,
workshop and 15% are collected from the books as well as the information provided by
the competitive banks. We used both primary data and secondary data for preparing the report
slickly and precisely.

Primary Sources:

i. Direct Interviews with relevant personnel

ii. Official Records

iii. Expert's Opinion

iv. Practical deskwork

v. Personal Observation

Secondary Sources:

i. Relevant papers and publications

ii. Annual Report of Bank Asia

iii. Relevant Websites

3|Page
1.6 Limitations of the Report
 Sufficient records, publications were not available as per our requirement.
 Contradictory information.
 Due to the shortage of time and workload, we could not concentrate on our report and
prepare it perfectly.
 Lack of professionalism sets the barrier for producing a quality document and sometimes
restricted by our capability.
 The Employees of Bank Asia was very busy with huge amount of workload. Thus, they
could not give me enough time to make the report abundant.
 Time and budget constraint.
 Confidentiality of Data.

4|Page
 2.0 Introducing Bank Asia
“For A Better Tomorrow” is the mission of Bank Asia Limited through a contemplation of
assuring ‘A professional term of Bankers is running the day-to-day operation of the Bank’. Bank
Asia Limited is a schedule Bank under private sector established under the ambit of Bank
Company Act, 1991 and incorporated as a Public Limited Company under Companies Act, 1994
on September 28, 1999. The Bank started commercial banking operations effective from
November 27, 1999. It was the time when a rapid economic development in the country
concurrent with urbanization and life style change created demands for new products and
services. Bank Asia Limited is one of the most successful banks among the third-generation
private banks. The bank has successfully entered its tenth year of operations. With professional
and dedicated team of management having long experience, commendable knowledge and
experience in conventional and modern banking, the bank has achieved success among its peer
group within a short span of time. Since its humble beginning in 1999, it set milestone by
acquiring the business operations of the Bank of Nova Scotia of Canada, first in the banking
history of Bangladesh. It again repeated the performance by acquiring the Bangladesh operations
of Muslim Commercial Bank Limited (MCB), a Pakistani Bank. This has added to the strength
and courage of the bank. With all recourses, the management of the bank family believes that the
bank would be able to encounter problems that may arise both at micro and macroeconomic
levels.

Within a short span of time Bank Asia has established itself as one of the first growing local
private banks. It has at present a network of thirty two branches serving many of the leading
corporate houses and is gradually moving towards retail banking. This commercial bank has 79
branches, 68 ATM booths &10 SME centers throughout the country.

2.1 Pay-off Line

“FOR A BETTER TOMORROW”

5|Page
2.2 Vision
Bank Asia's vision is to have a poverty free Bangladesh in course of a generation in the new
millennium, reflecting the national dream. Our vision is to build a society where human dignity
and human rights receive the highest consideration along with reduction of poverty.

2.3 Mission
 To assist in bringing high quality service to our customers and to participate in the
growth and expansion of our national economy
 To set high standards of integrity and bring total satisfaction to our clients, shareholders
and employees
 To become the most sought after bank in the country, rendering technology driven
innovative services by our dedicated team of professionals

2.4 Core Values

 Place customer interest and satisfaction as first priority and provide customized banking
products and services
 Value addition to the stakeholders through attaining excellence in banking operations
 Maintain high ethical standard and transparency in dealings
 Be a compliant institution through adhering to all regulatory requirements
 Contribute significantly for the betterment of the society
 Ensure higher degree of motivation and dignified working environment for our human
capital and respect optimal work-life balance
 Committed to protect the environment and go green

6|Page
 3.0 Human Resource Management of Bank Asia Limited

Human resource development and management has been proved as one of the most critical
aspects of attaining organizational effectiveness. Human Resource Management (HRM) is
concerned with the ‘people dimension in management’. Bank Asia Limited, since its inception,
has placed equal emphasis on all the four key functions of the process of HRM-acquisition,
development, motivation and retention. The various programs undertaken by the Bank Asia to
enrich the quality of human resource are mainly aimed at increasing professional knowledge and
skill levels of employees through training and development, in order to form a well-equipped
work force for providing excellent services to the customers. Moreover, top executive of the
Bank are frequently send abroad for enabling them to know the functions and mechanisms of
financial, money and security market of the developed countries and also to exploring business
opportunities. Quit a large numbers of executives and officers of the Bank have so far been
trained at Bangladesh Institute of Bank Management (BIBM), Bangladesh Bank Training
Academy (BBTA) etc. covering divers areas of the financial system including commercial
banking as carefully selected are largely concentrated around core banking issues like credit
management, international trade, treasury management, audit and inspection, loan review &
monitoring and project management.

3.1 Job Requirement Analysis

For effective recruitment and selection HR personnel of Bank Asia does job requirement analysis
at first. In which post they need how many employee(s), what should be qualification of that
employee(s), in which time they need the employee(s), for rural branch or branches outside of
Dhaka from where they have to recruit employee(s) etc. Without this requirement analysis an
organization cannot requite effectively and efficiently.

7|Page
3.2 Hierarchy of Bank Asia

Executive
Level

President and
Managing
Director

Deputy Managing
Director (DMD)

Senior Executive
Vice President
(SEVP)

First Vice
President (FVP)

Executive Vice
President (EVP)

Senior Vice
President (SVP)

Vice President
(VP)

Senior Executive Officer

(SEO)

Assistant Vice
President (AVP)

First Assistant
Vice President
(FAVP)

8|Page
Officer Level

Senior Officer
(SO)

Management
Trainee (MT)

Officer

Junior Officer
(JO)

Assistant
Officer (AO)

Banking Officer
(BO)

Trainee Officer
(or Teller)

Executive
Officer (EO)

9|Page
3.3 Recruitment

Recruitment refers to process of finding right people for the right job or function, usually
undertake by Human Resource Department. Advertising is commonly part of the recruiting
process, and Bank Asia does it through newspapers. Mainly two newspapers they advertise for
Daily Prothom Alo and Daily Star. Different job required different skills. So, suitability for a job
is typically assessed by looking for skills, e.g. communication skills, computer skills. Evidence
for skills required for a job may be provided in the form of qualifications (educational or
professional), experience in a job requiring the relevant skills or the testimony of references.

3.3.1 Recruitment Process

Management Trainee recruitment process is different than other employee. In case of
Management Trainee Bank Asia take written examination. Other employee’s recruitment
processes are as follows. After advertising the newspaper the Banking Officers and Trainee
Officers of Human Resource Department collect the CVs from reception desk. CVs are posted
by hand or by post. HR employee preliminary screen the CV by matching the post they want for.
With the instruction of First Assistant Vice President (FAVP) of HRD Banking Officers and
Trainee Officers start to entry the CVs in the software. Software is also screen the by matching
the criteria, because software is designed as the criteria set up. If the criteria don’t match the
software will not allow to entry the CV. After entering the CV in the software they printout the
CV statement in quiz format, six CVs are in one page. A sample CV’s statement is given in the
Appendix A. With the statement the Banking Officers go to the Head of the HRD. The Head of
the HRD, Senior Executive Vice President (SEVP), Executive Vice President (EVP) do an
informal discussion and screen the CV. Then these top level managers give a schedule for
interview. First Assistant Vice President (FAVP) of HRD set the venue for interview and calls
the top level management to lead the interview. Banking Officers call the candidates to attend the
interview. If the preliminary interview is successful, the candidate will be invited to another
interview. Then the selected candidates have to face the final interview. It is not set that, there
will be three interviews. It could be four or more, depends on situation and post. All interviews
are panel interview and the questionnaire of the interview could be direct or non-direct.

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3.4 Joining
After selecting from the recruitment process bank offer the candidate to join the bank. A sample
of Offer of Appointment Letter is attached in Appendix E. If candidate agree to join the bank
then gives him/her appointment letter. In appointment letter the date of joining, which document
should be attached, salary parameters are mentioned. With the reference of appointment letter
within the joining date the candidate have to come in the Human Resource Department (HRD) in
the Corporate Office. The Banking officer of the Human Resource Department (HRD) processes
the joining. The candidate have to fill up a joining form, in which there are personal information,
references, nominees name and percentage of given power of provident fund etc. S/he has to sign
the Code of Conduct, and submit a joining letter and a confirmation letter. Banking Officer
verifies his\her certificates, and collect nationality and medical certificates. In terms of some
employee like Management Trainee, they have to sign bond to join the service. These all
documents will enclose in his/her personal file. After collecting all the documents Banking

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Officer creates the candidate’s personal file and go to the Head of the HRD and DMD to accept
his/her joining. After accepting his/her joining, now the candidate becomes an employee and
Human Resource Department (HRD) gives him/her a posting order. In that posting order the
branch and date of joining are mentioned. With the reference of that posting the employee have
to report the mentioned Branch Manager within the mentioned date.

A personal file contains:

CV
Offer of Appointment Letter and Appointment Letter
Office notice of selected employee (with sign of FAVP, SEVP, MD)
A copy of Certificates
Joining Form
Confirmation and Joining Letter
Posting Order and Released Order
Training Information (If any)
Annual Confidential Report (ACR)
Office notice of interview for Confirmation of Service &Confirmation of Service Letter
New Pay Scale
Provident Fund Information
Leave Fair Assistant (LFA)
Office notice of interview for Promotion
Promotion Letter (If any)
Leave Information (If any)
Trade Allowance and Daily Allowance (If any)
Loan Information (If any)

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3.5 Posting and Transfer

An employee first joins in the Human Resource Department (HRD) in the Corporate Office.
After accept his/her joining s/he is posted to Branch Office. Before to get the posting order
employee doesn’t know in which Branch s/he will be posted. All jobs are transferable in this
Bank Asia. The Competent Authority has the right to transfer employees of the Bank from one
department to anther department or from one branch to another branch of the Bank. Human
Resource Department keeps one copy of posting in employee’s personal file and the copy of
posting order distribute among employee, the FVP and manager of employee’s branch, DMD
and head of Corporate Affairs and Administration, Managing Director’s Secretariat Bank Asia
Limited, the FVP and manager of branch where employee will be posted and IT Department.

3.6 Annual Confidential Report (ACR)

Annual Confidential Report (ACR) is the evaluation report on the work performance and
personal skills. In a ACR report there will be the basic information like employee’s personnel
information, period of evaluation start to end, remarks (if any), rater name etc. This evaluation
based on five-like art scale (Below average 1, average 2, good 3, very good 4 and outstanding 5),
we can see an ACR form format from Appendix D1 to Appendix D4. Bank Asia evaluates two
factors, one is personal traits and other is performance factors.

In personal traits evaluation there are ten things:

1. Discipline and Punctuality

2. Initiative and Drive
3. Team Spirit
4. Intelligence, Diligence and Alertness
5. Honesty, Integrity and Sincerity
6. Interpersonal Relationship Skill
7. Creativity and Innovations
8. Flexibility
9. Loyalty and Devotion
10. Fitness

And in performance factor there are also ten things:

1. Professional Knowledge
2. Improving Corporate Culture
3. Decision making ability

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 4. Ability of visualize and plan
5. Ability to act on emergent situation
6. Ability to implement decisions
7. Ability to guide and create team work
8. Communication Skills
9. Customer Relationship
10. Acquaintance with technological improvement

An employee has not any right access to his/her ACR, but s/he will be informed; so that s/he
cans correct/improve/rectify himself/herself from his/her weaknesses if s/he has any. After
finishing the Annual Confidential Report (ACR) in paper HR department enter those reports
in the database.

3.7 Confirmation of Service

When an employee joins in the service s/he will remain under provision of one year. If the
employee performs satisfactory in his/her job s/he will confirm of his/her service and that is
normally a promotion. For example, one employee joins as a Teller or Trainee Officer, if his/her
performance is satisfactory then s/he will confirm as Banking Officer (BO). If the employee’s
performance is not satisfactory then the bank can extent the provision or can confirm as Teller or
Trainee Officer.

3.8 Leave Fare Assistant (LFA)

Leave Fare Assistant is the fifteen days leave with one month gross salary amount payment, and
this payment will not count in monthly salary. After one year of confirmation of service every
employee will get this facility for every year. For mental and physical recreation of employee
Bank Asia provide this facility and this mandatory for an employee. Leave Fare Assistant is
payable to the employees or their nominee(s) who are not in the payroll of the bank on the date
of payment due to retirement/death. With the provision that those who have completed one full
year of service in the Bank before the date of payment will receive entire amount of LFA and
others not completing one full year on the date of payment will receive LFA proportionate to
his/her period of service during the concerned year.

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3.9 Leave
Following kinds of leave allowable to employees of the bank:

3.9.1 Earn Leave

On completion of period of one year of continuous service in the Bank all employees get earned
leave on full pay. The maximum amounts of such leave that may be accumulate four months.

3.9.2 Disability Leave

Disability leave may be granted by the Board to an employee who is disabled by injury
inflicted or caused in accident.

3.9.3 Maternity Leave

Maternity leave may be granted by the competent authority to an employee for a maximum
three months period at a time.

3.9.4 Casual Leave

Casual leave means a leave of absence for very short period of days, granted to an employee who
may be unable to attend duty due to sudden illness or urgent private/family affairs.

3.9.5 Study Leave

On completion of period of three years of continuous service in the Bank employee may earn
study leave without any pay and allowances, for a period not exceeding two years may be
granted by the Board to an employee to enable him/her to study considered useful for his/her
services under the Bank.

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3.10 Pay and Allowance

The scale of pay and other allowances of officers and employees of the bank are prescribed by
the Competent Authority from time to time. The initial pay of an employee appointed or
promoted to the higher post are ordinarily fixed at the initial stage of the scale of pay of the post
to which he promoted or appointed. President and Managing Director to Banking Officer the
salary breaks down are Basic pay, House Rent Ceiling, Conveyance Allowance, Medical
Allowance and Entertainment Allowance. Here House Rent Ceiling is 54%, Conveyance
Allowance is 26%, Medical Allowance is 10% and Entertainment Allowance is 10% of basic
salary. Tellers and Trainee Officers are got Consolidated Salary only, because they are on
provision period. Top level Officers from President and Managing Director to First Assistant
Vice President (FAVP) got extra charges like House Maintenance, Utilities and Car
Maintenance. Deputy Managing Director (DMD) and Senior Executive Vice President (SEVP)
got Electricity, Gas, Telephone and Domestic Aids also. President and Managing Director to
Executive Vice President (EVP) got direct car from the bank. From Senior Vice President (SVP)
to First Assistant Vice President (FAVP) got Car Loan facility. And President and Managing
Director to First Assistant Vice President (FAVP) got House Loan also. These loan special for
bank staff only, and the name of these loan are Staff Car Loan, Staff House Building Loan. The
bank takes only 7% interest on these loan. Group Insurance facilities will get the entire
confirmed employee. This insurance basically health insurance and will get facilities on only
hospitalization. In this insurance officers and executives will get the benefit of one spouse and
two children.

3.10.1 Kinds of Terminal Benefits

The following kinds of terminal benefits are allowable to a regular and full-time employee of the
bank.
1. Gratuity
2. Contributory Provident Fund
3. Benevolent Fund

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3.10.2 Festival Bonus
Regular employee will be entitled to Festival Bonuses payable on the occasion of Eid-ul-Fitre
and Eid-ul-Azha. The bonus amount will be the half of his/her salary.

3.10.3 Performance Bonus

If the bank makes profit, the employees will be entitled to 3% of pre-tax profit as performance
bonus. Fifty percent of such bonus distributed on the basis of basic pay of an employee, and
balance fifty percent on the basis of performance of individual employees. Performance appraisal
for the purpose made on the criterion set by the management time to time.

3.10.4 Cash award

The Competent Authority may grand cash reward to any of its employee for performance of
a work which is occasional in character and innovative or research and development oriented
warranting special merit as to justify the payment of the same.

3.10.5 Rewards for Passing Banking Diploma Examination

The employee who will pass Banking Diploma Part-I Examination in the first chance will get
cash reward of TK.25,000 and those who will pass Banking Diploma Part-II Examination in
the first chance will get cash reward of TK.50,000. Those who will pass Banking Diploma
Part-I Examination in the first chance securing highest mark will receive an additional cash
reward of TK.25,000 and those who will pass Banking Diploma Part-II Examination in the
first chance securing highest mark will receive an additional cash reward of TK.50,000. The
cash rewards for Banking Diploma Part-I and Part-II Examination in one more than one setting
will be TK. 10,000 and TK. 20,000 respectively.

3.10.6 Annual Increment

If employee’s service records and Annual Confidential Report (ACR) are satisfactory then the
Competent Authority sanctions the increment on the salary. The percentage of salary increment
is not fixed; it varies on Competent Authority decision. If the service records and Annual
Confidential Report (ACR) are not satisfactory of an employee then the Competent Authority

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put him/her on special report for a period not exceeding six months and upon receipt of such
report may sanction the increment either from demonstration or from immediate effect or may
defer it for the whole year. If an employee recognized of his/her outstanding and meritorious
performance then the Board may decide to give him/her another special increment in one year
period of time.

3.10.7 Travel allowance and Daily Allowance

When bank send any employee for training and call any employee for interview then the bank
will give him/her travel allowance and daily allowance. In this case the employee has to claim
his/her allowance with bus/ train/ plane tickets. Human Resource Department will verify the
claim and pay the employee.

3.11 Promotion

The criteria for promotion to a specified post usually merit-cum-seniority. A person will be
eligible for promotion if he has the satisfactory records of service, meets the criteria for
promotion, and has clear recommendation for promotion in his/her ACR. If there is any
departmental proceeding in underway against him/her or any penalty other than censure or
warning has been imposed on him/her within the last three years then the employee will not be
promoted. In terms of every promotion the employee has to face interview board. There are
number of years to become eligible for promotion from the ranks mentioned below to the next
higher ranks:

Post Eligibility for promotion

Two years of experience as Junior Officer or one year’s

Officer experience as Probationary Officer selected through competitive
test.

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3.12 Training

Training is the processes of teaching the employee the skill for their better act upon on the job.
Training is very helpful for the employees for their better performance. There are many methods
of training, but in the banks of Bangladesh two methods are commonly used, lecture and on-the-
job training. Many institute and banks like BIBM, IBA, World Bank, Asian Development Bank,
Bangladesh Bank, Citi Bank etc. arrange varies kind of training. Lots of banks of Bangladesh
have their own training institute and other banks employee can participate in that training. Bank
Asia’s employees also participate in the other banks training also. Bank Asia doesn’t have its
own training institute but this bank arranged many type of training in its corporate office and
other banks employees can contribute these trainings. A number of trainings are specific for
specific department like Awareness of fake money, money laundering, Q-cash debit card is
compulsory for cash department employees. Other trainings are like Customer Credit Scheme
and Lease Finance Scheme, Credit Risk Grading, Credit risk Management, Loan Classification
and Provisioning, Loan Documentation, Lessons Learnt from Credit Feature, Structured finance
for Large Projects in Bangladesh, Exchange Rate Management etc.Employee cannot participate
any in-house training from their own interest, Human Resource Department will select the
employee to participate the training. Human Resource Department sends office notice to those
employees to attend the training. After attending their training the employee have to submit a
report on that training to the Human Resource Department. Sometimes Human Resource
Department sends the employee to attend the training outside of the Bangladesh.

3.13 Resignation

When an employee wants resignation, he has to apply in Human Resource Department. He

should notice Human Resource Department three months before he resign. If he fail to inform
three months before then he has to pay three months gross salary amount taka. After an
employee applying for resignation Human Resource Department will query all the branches that
the employee has any transaction with any branch or not. If the branches reports are ok then the
Head of HRD approve his/her resignation and send to the employee’s Branch Manager.

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 4.0 Information Technology at Bank Asia Limited

An information system is usually a technically set of interrelated components that collect,

process, store and distribute information to support decision making and control in an
organization. Now a day the financial services industry, especially the banking sector is
undergoing revolutionary changes with the advent of modern technology and introduction of new
products based on the electronic system, the concept of conventional banking has been changed.
In Bangladesh, although the banking industry are lacking a total integrated banking software
solution of international standard, however, Bank Asia Limited put its best efforts to introduce a
computerized banking system which provides efficient, reliable, fast service and accurate
information to its customer as well as management, shareholders and regulatory bodies.

4.1IT Support

Orbit software has been developed and customized by ERA-InfoTech Ltd. A joint venture IT
Company set by ETA-InfoTech of Dubai, Bank Asia and RANKS-ITT. Adequate number of
system/business analyst and programmers are dedicated towards development / customization of
the software and after sales service. ERA-InfoTech has arrangement for continuous updating of
technology, programming and management skill. The company enjoys the technical support
from ETA- InfoTech, UAE.

4.2 Banking Operation

All branches of the Bank including the Corporate Office have a Stelar Based Local Area
Network (LAN), which is a multi-user and most reliable and internationally recognized secured
Operating System. This banking program supports all core banking facilities including: Current
Accounts, Savings Accounts, Foreign Currency Accounts, term and Fixed Deposits, Loans and
Advances, Special Schemes for Deposits and Advances etc. Besides the maintenance of various
types of customer account, calculation and applications of interests, automatic deduction of
various types of taxes on lives, the bank’s books of accounts are also fully automated and
integrated in to the banking software thus the Balance Sheet, Statement of Affairs and other
management reports and generated by the computer system under Bank’s Standard Chart of
Accounts on daily basis.

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4.3 Back Office Automation

Apart from the Front Office Automation and Automated book-keeping system of the bank, the
bank has introduced computerized Provident Fund, management System, Inter Bank
Reconciliation, Share Management System, MIS, Central Bank’s reporting. The in-house
software development team developed a L/C Management module in the same system, which
covers the entire L/C operation starting from L/C opening, processing, vouchering, maintenance
and retirement of L/C.

4.4 Human Resource Information System of Bank Asia

Bank Asia has fully automated Human Resource Information System (HRIS). From an employee
start to end they keep all records in their information system. For a manual back up they also
maintain every employee personal file also. The software they use that’s name is Orbit and
Human Resource Department use one portion of Orbits software. Every employee can access
his/her own information recorded in database from his/her own account. The employee of
Human Resource Department can enter new data, modify previous data and enquire previous
data. They don’t have right to delete any entry. So they have to very careful about entering the
data. If any wrong information is entered then they have to contract IT Department to delete the
record and have to explain that why this mistake is happened. Here I’ll discuss how Human
Resource Department use Orbit and maintain the records.

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4.4.1 Log on to Orbits
To ensure the security in the program this option is use. To start the software the user has to
double-click on icon of HRD on user computer desktop. Then immediately a login form comes.
Then he has to write username, password and database name to connect. After verifying the user
name and password enter to the database. Database window as follows

Figure: Second Log in form Second log login form

After double-clicking the HR Management icon the software appears second login form, it needs
different user name and different password also. Then it enters into main menu.

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4.4.2 Main Menu
Main Menu is used to open the new form of personal official, updated forms and destination
table entry form. This form has also menu module by which user can enter any specific form.
Also user can enquiries, take help, generate report and know about software from menu module.
After login, main form comes with different button and menu module. The user has to click on
specific button to open any blank form to entry newly recruited employees information or to
know any employees information.

Figure: Main Menu

4.4.3 System Module

All branches and departments cannot access all the information in the software. Different
branches and departments have right different information to access. Branches and departments
have no right to add or modify any information; they can only enquire the information. First
Assistant Vice President (FAVP) and Senior Executive Officer (SEO) of Human Resource
Department give the right to different departments and branches to access the different
information.

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4.4.4 Employee Basic Information Form
Employee basic Information form is used for new employee adds, if necessary modify or enquire
the employee’s basic information. Human Resource Department has no rights to delete any
entry. If they entry and save any wrong information then they have to contract the IT Department
to delete the entry. So they have to be careful about entering and saving any entry. To start with,
the user has to click on the Add button to entry newly recruited employees information or to
modify user has to press Mod button. In the basic master file the information they maintain are
personnel information, personal information, compensation, leave, department, address,
education and extra curriculum activities.

4.4.5 Personnel Information Form

Employee personnel Information form is used for new employee adds, if necessary modify or
enquire and clear the employee’s data from Employee Personnel Information form. To start
with, the user has to click on the add button to entry newly recruited employees information. In
personnel information the user have to entry Department, Branch, Designation, Grade, Zone,
Nationality, Religion, Marital Status etc. Or user can modify the records by pressing Mod. Red
color fields are required for fill up the form. These personnel information will used in every step
in employee’s record. Such as ACR, Increment, New Pay Scale, Promotion etc.

4.4.6 Personal Information Form

For new employee add, if necessary modify or delete, to enquire Personal Information Form is
used. In personal information there is Father Name, Mother Name, Date of Birth, Height,
Weight, Blood Group etc. It could be happen that when an employee checks his/her detail
information he could find any wrong information in his/her details. Then call or mail to HRD
mention about that problem and the Senior Executive Officer of HRD could modify his/her
information.

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4.4.7 Compensation Information From
Compensation Information Form is used when initial salary is recorded for specific designation.
Only these data are inserted and updated based on decision of top level management or
administrator. Sometimes top level management need to know employees pay scale structure
because decision on increment salary depend on this information. This form is employee’s salary
information then follows the step which is written in other previous forms description. To start
with, the user has to click on the add button to entry newly recruited employees salary
information. Here user need not calculated total salary which composed basic salary, house rent,
conveyance allowance, medical allowance and entertainment allowance etc. After enter salary
and all allowance then automatically total salary will be recorded. In Compensation Form there
need Pay Cycle, Account Number, Insurance Number etc.

4.4.8 Leave Information Form

Leave Information from is used to maintain the leave information of employee. When an
employee wants leave, he first applies to Human Resource Department to grand his/her leave.
Human Resource Department checks his/her history of leave from this information to find out
that is he eligible for leave or not. In this form Human Resource Department can add new leave
information, modify earlier information or can enquire the information. In this form Human
Resource Department has no rights to delete any entry. If they entry any wrong information then
they have to contract the IT Department to delete the entry.

4.4.9 Dependent Information Form

Dependent Information from is used to maintain the dependent information of employee. For
each dependent of the employee the different from is used. Here records dependents name, the
relationship with the employee, sex, date of birth and if the employee select depends as his/her
nominee then what percent benefit he give his /her depends that information. This information
will utilize on group insurance, provident fund etc.

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4.4.10 Training Information Form
Training Information form is used when an employee take one or more training from office or
some time any employee has taken any training from any certified organization or non-certified
organization. This form is needed to add, modify and enquire the employee’s Training
information. To start with, the user has to click on the add button to entry employees training
information. Only administrator can entry more training information for any specific employee.
All data which are added for any specific employees’ are in tabular format.

4.4.11 Promotion/ Increment and Other Changes

These from is used to entry Joining Information, Confirmation of Service, Increment, New Pay
Scale, Promotion, Resigned, Posting Information etc. To update these information first user have
to click add button, then give employee id, reference no, document and effective date etc. For
joining every employee will join in HRD of Corporate Office. Then posting change the branch
and department. In promotion change the designation and compensation. In New Pay Scale and
Increment change the compensation. That’s how this information will affect the employee
service record. In Appendix C a sample report of employee service record is given. Here the
graphical presentation shows how an employee’s designation changes and in tabular from shows
the employee get how much Increment, New Pay Scale, Promotion in his/her service life. This
information also affects the ACR. We see in front page of ACR in Appendix D1 the employee
history with Bank Asia. Here it shows the periods of his/her posting in different places. For
modify user have to press Mod and for enquire press Enq. HR Department don’t have right to
delete the entered data. So Del button is inactive here. This is another part of from is
compensation. To update the compensation this from is used. In Promotion, Increment, New Pay
Scale the compensation will definitely be changed. We can see the salary brake down here and
the old amount with increased amount. So it is easy to identify that how much salary is
increased. For modify user have to press Mod and for enquire Enq. HR Department don’t have
right to delete the entered data. So Del button is inactive here.

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4.4.12 Leave Management

This form is used to maintain leave information. If any employee apply for leave then this from
is used. The needed information for this from are type of leave, date of apply, Employee id,
department, designation, branch, leave start to end date, purpose of leave and also leave balance
(if any). Then user has saved by pressing F10.

After fill up the leave application from, if the application is approved by HRD then leave
approval form is used in figure 23. Only Senior Executive Officer has right to use this from and
he approved in this from. After approving leave in this from this information will direct affect

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the employee master file. From employee master file it is easy to find out how many time he
takes which leave.

4.4.13 Recruitment Module

As we saw in recruitment process after getting the CV’s the Banking Officers and Trainee
Officers of Human Resource Department start to entry the CVs in the software with the
instruction of First Assistant Vice President (FAVP) of HRD. This from is used to entering the
CVs. The top of the left corner in this form we see the Criteria of Application, here user have to
put what type of application is this, like applied for any specific position or any suitable position
or not. Date of Birth counted as years, months and days. Minimum Education Level and
minimum first division is required. If any candidate didn’t match the any requirement of these
then the software will not let them allow entering the CV. After matching the criteria then comes
applicant details information. Here user has to enter the candidate personal information. Then
Language Proficiency in the top of the right corner. In the right side extra-curriculum activities,
Last salary, Expect Salary (If any). In top of the right corner Education button. After pressing
this button a table like figure 25 will come. Here user has to put Exam name, Organization name,
Board, Result, Department, Passing year etc. Then press F10 and save the record. Then
experience information. After pressing Experience button a table like figure 26 will come. Here
user has to put (if any) Last Designation, Company name, Area of Concentration, Start to End

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Date etc. After pressing Training button a table like figure 27 will come. Here user has to put (if
any) Branch name, Department name, Course Description, Organized by, Start and End Date etc.
After entering all the data press F10 to save the data, then the system will generate a reference
number like figure 20. System generates reference number not only for CV record but for all
record saving. User has to note down this reference number, because if the interviewee selected
in the interview then HR employee can select those interviewee in database by using the form.
The benefit of these applicant selecting and approval form use is, after selecting and approving
an applicant in the database then HR employee can get the data for employee master file, so they
don’t have to fill up the master file again, they just have to check the paper personal file.

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 5.0 Reports

Reports are designed mainly for top level management to use corporate data in any organization
to make intelligent business decisions. In all reports of the proposed system based on employee
identification no or .No further query or choice for any report except employee id no. When any
user want to print any report on any specific subject then click on preview button of that form
from the employee information software .Then a parameter form comes to select specific
employees report . Most of the reports have common things like printing date option, page no
and corporate and report heading.

5.1 Employee Basic Information Report

Some time Management needs specific employees to contact, to get basic information about
employees or to get employees previous job information to take administrative decision. For this
reason this report is generated. User generates this report from the employee basic information
form. Select the employee emp_id range and click on OK button. Then the report on selected
employees will be shown at printable view. User then print information or Go to file-> print and
print the report.

5.2 Employee Service Record Report

Sometimes Administrator wants to see the Employee’s salary unit, service record, department,
and division for taken decision to order his /her promotion or transfer. User generates this report
from the form of employee pay scale structure. Select the employee ID from parameter form and
print the report.

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 6.0 Findings And analysis

1. Do you think your Company’s HR policy is efficient for the employees?

No
30%

Yes
70%

About the HR policy almost 70% responded with high appreciation and only 30% answered
negatively.

2. Do you think that your company follows the labor law properly?

Sometimes
30%

Yes
50%

No
20%

About Labor Law 50% said yes, 30% said sometimes and only 20% responded no thought that they
don’t follow the labor law maximum time.

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3. Do they follow international HR standard?

Sometimes
20%

No Yes
20% 60%

According to the quesionnary survey 60% answered positively about their following international
standard.

4. Do you think the experienced person is getting his actual position in this organization?

May be
10%
No
10%

Yes
80%

From all80% employees thought that the experienced person holds his actual position and others
shown different views.

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5. Are the HR procedures fulfilling the all requirements policy?

No
10%

Yes
90%

About maximum of the employees (90%) agreed that the HR procedures fulfilling the all
recruitment policy and rest (10%) stand in opposite side.

6. Is the management satisfied on the employees?

All Most
20%

No
10%

Yes
70%

70% thought that the management is satisfied on the emplotees, 20% was modarate and the other
10% thought negetive.

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7. Do you think the software is enough efficient for the employees?

No
20%

Yes
80%

No (80%) of the employees thought that the software is enough efficient for the employees.

8. Do you think the information system is comfortable to you?

Sometimes
20%

No Yes
20% 60%

Most of the employees (60%)liked the present information system.

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9. Is this information system competitive?

No Yes
50% 50%

Half of the employees thought that the information system is competitive (50%) and 50% thought
not.

10. Is the software adequate to perform all HR activities?

No Yes
50% 50%

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11. Is the software cost effective?

12. What type of communication system you prefer most?

Hard Copy
30%

Over Phone
0%
Through Mail
70%

As a communication system 70% preferred through mail, 30% choose hard copy but nobody
likes to communicate over mail.

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7.0 Recommendation

 The Human Resource Department should update their policy on the basis of situation.
 They should practice 100% of labor law for the employees.
 As a brand, it’s their duty to follow the international HR standard.
 HR has to concern every moment for the full satisfaction of management about
employees.
 They have to maintain update software for continuous efficiency and rapid output from
the employees.
 The authority should arrange training programs who don’t feel comfortable to use
information system.
 To provide highest satisfaction to the employees they have to maintain latest information
system.
 The authority should ensure email ID of all employees to communicate with each other
without errors.

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8.0 Conclusion

A bank is a financial intermediary that accepts deposits and channels those deposits into lending
activities, either directly by loaning or indirectly through capital markets. A bank links together
customers that have capital deficits and customers with capital surpluses. Human resources is the
set of individuals who make up the workforce of an organization, business sector, or economy.
"Human capital" is sometimes used synonymously with human resources, although human
capital typically refers to a more narrow view (i.e., the knowledge the individuals embody and
can contribute to an organization). Likewise, other terms sometimes used include "manpower",
"talent", "labour", or simply "people". Information system, an integrated set of components for
collecting, storing, and processing data and for delivering information, knowledge, and digital
products. Business firms and other organizations rely on information systems to carry out and
manage their operations, interact with their customers and suppliers, and compete in the
marketplace. The Human Resource Information System (HRIS) is a software or online solution
for the data entry, data tracking, and data information needs of the Human Resources, payroll,
management, and accounting functions within a business. Normally packaged as a data base,
hundreds of companies sell some form of HRIS and every HRIS has different capabilities.A
Human Resources Management System (HRMS) or Human Resources Information System
(HRIS), refers to the systems and processes at the intersection between human resource
management (HRM) and information technology. It merges HRM as a discipline and in
particular its basic HR activities and processes with the information technology field, whereas
the programming of data processing systems evolved into standardized routines and packages of
enterprise resource planning (ERP) software. On the whole, these ERP systems have their origin
from software that integrates information from different applications into one universal database.
The linkage of its financial and human resource modules through one database is the most
important distinction to the individually and proprietary developed predecessors, which makes
this software application both rigid and flexible. Bank Asia Ltd has successfully developed,
integrated & been using ORBITS to perform HR activities though the bank should widen its
usages for getting best of it.

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References

i. http://humanresources.about.com/od/glossaryh/a/hris.htm
ii. http://en.wikipedia.org/wiki/Human_resource_management_system
iii. http://www.bankasia-bd.com/home/index
iv. http://en.wikipedia.org/wiki/Business_Research
v. http://smallbusiness.chron.com/business-research-43341.html
vi. http://www.springer.com/business+%26+management/journal/40685
vii. http://www.wbresearch.com/
viii. http://www.assignmentpoint.com/
ix. http://www.slideshare.net/
x. Annual Report-2011 of Bank Asia Limited
xi. Corporate Office of Bank Asia Limited (Rangs Tower(2nd to 6th Floor; 68,Purana
PaltanDhaka-1000)
xii. Cooper, Schidler& Sharma, “Business Research Methods” , 11th edition, McGrawHill
Education
xiii. www.mhhe.com/sie-cooper11e

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Sample Questionnaires

1. Do you think your Company’s HR policy is efficient for the employees?

1-Yes 2-No
2. Do you think that your company follows the labor law properly?
1-Yes 2-No

3. Do they follow international HR standard?

1-Yes 2-No

4. Do you think the experienced person is getting his actual position in this organization?
1-Yes 2-No

5. Is the management satisfied on the employees?

1-Yes 2-No

6. Do you think the software is enough efficient for the employees?

1-Yes 2-No

7. Is this information system competitive?

1-Yes 2-No

8. Do you think the information system is comfortable to you?

1-Yes 2-No

9. Is the software adequate to perform all HR activities?

1-Yes 2-No

10. Is the software cost effective?

1-Yes 2-No

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