1.

Company Logo

2. Company Name: 4 SEASONS MART

 We are large retail store operated on a self-service basis, selling groceries, fresh
produce, meat, bakery and dairy products, an assortment of non-food goods such as
clothes, stationery, toys and others. We provide a comfortable environment and also
reasonable price to attract customers to buy in our store.

3. organization chart
3. Mission & Vision Statement

Our company mission statement is to satisfy company’s stakeholders and customers with an
exclusive shopping experience that provides high quality of goods, services, variety of
choices and reasonable price based on the commitment and dedication of our employees.
The company’s vision is to be an innovative, trustworthy and productive organization
where customers can choose products at a broad range of prices and to be a model
business or standard in the retail sector.

4. Company Business Model

INPUT PROCESS OUTPUT

Name Register Secured

Contact Recording Information
Department Verify User Friendly
Position Information System
Email Accurate
5. Workforce: 100 Data
6. IT Project Name: Employee Profile System
7. Project Sponsor: Top-level Management
8. Project Owner: Nor Syairah Binti Mohd Nasir, Nur Fitri Shahirah Binti Ibrahim, Nor
Shahiera Binti Ismail.

9. Additional Stakeholders

Stakeholder name Stakeholder Function

Internal Stakeholders
Employees The direct users of the Employee Profile
System.
Manager The person that defining the project’s goals
and an essential position in decision
making.
Top-level Management The one that owns the project and are
 authorized to approve or reject the project.
External Stakeholder
Ministry of Human Resources Responsible for administration
of Employment Act 1955.

10. Project Name and Description

 Employee Profile System

It is a web-based system that stores details of employees in the organization. It stores

information details of the employees such as employee ID, name, address, Position ID,
position name, department ID, department name, date of birth, employed date, gender,
marital status, email and employee contact. It is also known as Human Resource System as
it provides all the information related to employees. This project can increase the efficiency
through automated system and self-service platforms that provide easy access to important
tasks across all devices for HR managers and employees.

11. Project Issue & Purpose

Issue
Our company has been used Excel spreadsheets, Word documents and even paper files to
perform Human Resources tasks such as updating employee information. Sometimes, HR
administrator has difficulty in managing latest employee information because they have to do
it manually. In addition, the obligation to store employee information is enshrined in section
61(1) Employment Act 1955 where every employer shall prepare and keep one or more
registers containing such information regarding each employed by him as prescribed by
regulation made under this Act.
Purpose
The main purpose of this project to carry out the responsibility to keep employee
information as contained in the Employment Act 1955. The company authorities are bound
to follow the regulation because all employees are protected under the Employment Act
1955. Storing employee information will allow employer to meet legal responsibilities and
prevent legal dispute.
 Besides, this system can help reduce burden for HR administrator because they
always had trouble finding the employee’s information because it was stored in a physical
file. Such problems can slow down the decision-making process by superiors. Employee’s
information can be trace faster than usual if we use the system. It helps administration officer
to re-find, re-use, manage and organize the information that they have seen before.

Other purpose of this project is we need to ensure that any changes of information
made by employees are always be updated. They need to give accurate details about
themselves about themselves because it is a legal responsibility.

12. Assumption

 Resource - Cost Effectiveness and Productivity

The system will promote more efficient operation of the company and also increase
the supply of information to the top management. The system significantly reduces
paper usage and costs by enabling employees to access their records and other
reports online.
 Policy - Confidential Employee Information
Only give those who the need to know access to this information. A few people
outside Human Resources department should have access to employee information.
This is to ensure that all employee information is protected and confidential. If such
employee data becomes public, it can lead to discrimination and a potentially hostile
work environment. It can also damage trust between employees and companies.
 Higher Data Accuracy
This system provides top-level management with secured and accurate data
because the information is filled by the employee himself/herself. This is a best way
to keep employee’s information remain accurate and up to date because they can
access the system and update their personal information at any time online.
 Scheduling
The Employee Profile System was expected to be fully build in fourteen weeks,
starting from October 2020 to January 2021. The system will be operated through
five phases to ensure the system works properly.
 Technology - Employee Self-Services (ESS)
Employee can update or change their details in the system by their own self without
asking for admin officer to do for them. This system allows the company in the
necessary areas to save precious working time, build accountability, ensure current
data and improve employee satisfaction.
13. Success Factor
 Top Management Support
Top management support will focus on the communication system, planning effort,
developing an appropriate organization structure, implementing an effective safety
programme, implementing an effective quality assurance programme, and managing
and control of subcontractors' works. Top management plays an essential role in
implementation of Employee Profile System and ensure that the software system is
aligned well to the goals and objectives of an organization. Management plays many
important roles in a project like, budget allocation to support the project activities and
taking of final decisions for the organization which affect the system at hand.

 Good communication
Nothing is more important to the success of a system than effective communication.
Communication is exchanging of information from one point of the system to the
other point in an efficient manner. Communication in system management often
begins to break down in the middle phases of a system, when team members are
immersed in their work and liable to lose sight of what others are doing. Effective
communication among management teams, clients and employees in organizations
is very important. In order to get work done, effective communication should start
from the beginning of an IT Employee Profile System. This is failed by the nature of
the project and the structure of the organization. Employees in the top management
field have expertise in different areas, as a result, there is need to effectively
communicate to each other to keep track of the status of the system and
performance capacity. Failure to communicate effectively will lead to failure in the
Employee Profile System project.
 Risk management
Active risk management can reduce risks and also helps to avoid risks in Employee
Profile System. A full risk analysis should then be done at the beginning of system to
ensure that the system succeeds. Time to time monitoring and control is useful in
preventing incidents and in providing feedback on Employee Profile System (EPS).
Adequate monitoring and control of the activities of the EPS improves on the quality
of performance of the system as mistakes and errors identified are corrected early.
This should be done at all stages of the system building to ensure all team members
are performing their tasks as agreed.
 Involvement of Users
 Effective user involvement is an important aspect in the system development. It will
represent the perspective of users while using the system. Especially when the
Employee Profile System will definitely be use by them in the future. It is crucial to
design a channel for exchange of information between users and the system
developers which is top-level management. Company can reduce unnecessary
advanced feature that user did not want or could not use and automatically reduce
the cost spend on the needless feature. Other advantage of user involvement is the
user can have great understanding about the system and leads to efficient usage in
the future.
 Reduce Human Errors
Humans make mistakes and it is something that we cannot easily prevented. One of
the ways to minimize the human error is by using technology or automated system.
Using an automated system such as Employee Profile System, we can manage to
reduce human errors and make sure the information is more accurate as well as
tasks performed properly. This is an efficient way to ensure the accuracy of the
information in the company. Automation may also result in higher levels of efficiency
and productivity. When system is automated, there is no need for a person to
perform the task every step.

14. Risk

 Regulatory Concerns – Compliance with federal and state laws

As stated in Employment Act 1955, employer need to keep employee information to
meet the legal obligation and avoid litigation. Nonetheless, some of the details must
remain private and out of the public domain even to colleagues. Under Personal
Data Protection Act 2010, personal data should not be disclosed with any third
parties unless with the consent of the person is acquired. Working information, such
as the title of the employee, manager, position of the job can be published to others
while personal contact details and salary information is private. Only authorized
people can access the data and if such data was made public, discrimination and a
potentially toxic work atmosphere may arise.
 Security Issues – internal security risk
Before using the system, our company tend to use paper-filed documents and have
a plenty document to be taken care which is include employee information. It is a
format that could be lost, impossible to track and difficult to protect. Thus, this
system will make the employee information to be more secure and easy to be
 traced. This is because having a proper and secure security policy for this type of
document such as employee information is a must as they can act as evidence.
 Public Relation – employee dissatisfaction
HR department is used to filing the employee information manually. Therefore, when
employees want to update their information, HR officers need to find saved files and
documents. it will take a long time because the company has many departments as
well as employees. If the document is lost, then the employee has to fill the new
form even though they actually just want to update the address. Such situation can
cause employee dissatisfaction with the management of the company and it will
directly damage the image of the company.

15. Approach

 Build, Buy or Open Source

We will build the system because nowadays such technologies are very important.
When we own the code building the system, we can even market and sell it for
profit. After using the system, if we find that system lacks a feature that the business
need, we can just prioritize adding that feature without asking people from other
company to do it. Works becomes more efficient if we using the system.
Buying it from other company may cost us a high price and completely
depend on the company that develop the system. Even though building own system
also can cost more in the beginning, but it will cost less in the long run. Buying
system from other company can cause our company bound to pay monthly or
annual subscriptions that can add up to tens or even hundreds of thousands per
year, especially when the company request an expand capacity and feature to the
system.
Open Source system may benefit many businesses. However, it can also
bring several serious problems from unexpected cost to complex compatibility
issues. System that is free in the first place yet later cost money can be a big burden
to the company, especially when we have never thought about the hidden cost from
the beginning. Most types of proprietary systems need specialized drivers, often only
accessible to the system maker to run the open source system. This will add to the
cost of the project.
 Pilot Testing
 We decided to apply pilot testing because we can evaluate the performance, time,
risk, cost and the feasibility of the system. By doing the pilot test, we can verify that
the system can runs smoothly when the user used it. A selected number of end
users will try to use system that ins under test and provide us the feedback about
the system. We will ask two or three persons from each department to try to use the
newly build system for a week before asking the whole workforce in our company to
use the system fully in their daily use.
 Advancing the Management
We consider to use this system for company because we feel the need to use
technology nowadays is very important. Despite the number of work-force is high,
HR work becomes efficient. The system can speed up the process of employees in
changing the latest information without the help of HR officer. Besides, this system
also facilitates management by managing employee documents and data more
effectively and efficiently. In fact, having a good employee profile system gives
company the data they need to make efficient decisions, make communication
easier and put comprehensive employee information right at fingertips.

16. Project Scope

 Project Scope Statement

The system will store the information that registered by employees of the company
aligned with Employment Act 1955 and Personal Data Protection Act 2010. The
respectively employee’s profile will be used by human resources department for
legal purpose and to prevent legal dispute. This system can support both daily and
long-term priorities of human resources teams. Especially when it related to the
storage of employee information. Although that might sound simple, the systematic
storage of employee information, records and other data is the first step to being
able properly manage the workforce. Thus, Employee Profile system will help the
company organize employee information to be more systematic than current
method.
 Baseline Project Plan
Before we build the new system, we need to use System development life cycle
(SDLC) to make sure the system is built efficiently. Firstly, we need to make plans to
identify the problems that occur in our company. In the planning phase, we have to
determine the objective of the project and also the requirements of the system. The
project is initiated and planned to determine what the new system should do.
Second, this is the phase that we need to make an analysis. We need to
make research and analyze of current method. Paper-filed document do help us in
 storing the employee profile but nowadays using technology is a must. In addition, it
can help our company to secure the information well. The analysis of current system
can lead to the development of concepts for the new system. Thus, we gathering all
requirements for the system so that a detailed blueprint of various software
processes is developed. The requirement of this project should able the system to
track all the employee profile online.
Next, in phase three we need to make a design based on planning and
analysis system. In this design phase, the data processing flow is expanded into
charts, and we determine the most logical design and structure for data flow and
storage. We need to design the component in the system and this is where we need
to choose an appropriate database management system (DBMS), establish system
security standards, interface design, data capture requirements, standards for
printed report production and system navigation methods.
Phase four need us to start the implementation of this system. The system is
built and tested to ensure it works as planned. Testing is one of the most important
steps in implementation. The system is installed and the process of using this
system is gradual where two or three persons from each department in our company
as a preliminary attempt and the whole workforce after one week and provide their
feedback when using the system. One of the most important aspects in system
implementation and operation is the development of training plans where to teach
users how to use this system.
The last phase is maintenance that includes improvements to hardware,
software and records to maintain their operational efficiency. Any necessary
improvement, corrections and adjustments will be made based on the system’s
performance to ensure the system managed to function well. Thus, it can help the
system to adapt the future needs. It is necessary maintain and upgrade the system’s
security periodically to prevent the information from being stolen by hackers.

 Business or administrative functions and processes to be defined, supported

or updated by this project

 In Scope
i. Verification for authorized people that can access the system.
ii. Verify the completeness of information.
iii. Ensure the information is always available when needed.
 Out of Scope
i. Terminate information of inactive employees.
 ii. The limitation numbers of records in the system.
 Uncertain
i. Merge the employee profile system with other system such as payroll, annual
leave and attendance.
ii. Provide a feature where employee could give their idea towards company
business needs, opportunities, goals and objective.
iii. Provide a feature where employee can add additional information.

17. Timeline/ Milestones

This system is estimated to be complete in fourteen weeks starting from early in October
2020 until in the middle of January 2021. According to the attached Gantt Chart that
provided, Employee Profile System will be operated through five phases.

The first phase is known as planning, where we need to identify the objective and all
the requirements that needed in the process of building this system. The second phase is
analysis, we need to make analysis regarding to current method and gathered all the
requirements that to be considered in the system designing phase. Which lead to the third
phase. In designing phase, we need to design the system database, system components,
interface and others. Fourth phase that is implementation, is the crucial part where the newly
build system will be tested using pilot testing. A selected people will be using the system and
provide user feedback after using the system. The last phase is maintenance where we
need to improve the system performance, correct any problems that occurs and enhance the
security of the system.

We are going to use Microsoft access, and project to conduct the employee profile
system. we hope this system can assist human resource management in the process of
storing employee information. It enhances and develops a workable system to create precise
information, which can be accessed quickly on request. This is because an effective system
can give the organization the right to better planning, decision making and results.

18. Gantt Chart

This is the Gantt chart of our project. We use Gantt chart because a Gantt chart provide a
graphical illustration of a schedule that helps to plan and coordinates in our project.
 Gantt Chart
6-Oct 26-Oct 15-Nov 5-Dec 25-Dec 14-Jan 3-Feb

Planning

Analysis

Design

Implementation

Maintainance

19. Projected Project Cost and Resources

Project Needs / Recurring Cost /

Investment (RM) Maintenance (RM)
Staffing Needs 12 000 7000
(Technical and/or
Functional
Consultants - -
Training / Documentation 700 500
Hardware 2500 2000
Software 1000 700
Delivery 400 -

Conclusion

We can assume that this Employee Profile System will make the employee
information more accessible and efficient. The primary goal for this project is to obligate with
the regulatory compliance as stated in Employment Act 1955, as well as enhancing the
company efficiency and effectiveness in managing employee information. This system can
assist both managers and employees as to store or changes their personal information. The
company can improve their information system from a traditional method to an advanced
method that involves a technology base. As a result, the security of employee’s information
is guaranteed.