HRIS SEMESTERPROJECT ON

DIGITAL INSPIRE I STARTUP

Independent University, Bangladesh (IUB)

HUMAN RESOURCE INFORMATION SYSTEM

HRM-430 I SECTION 01
 Human Resource Information System HRM-430
Section: 01
Spring-2021

NAME ID

NAHIN IBN ZAMAN 1731384

RIYA CHAKMA 1730498

SHIRSHENDU DEY 1710850

MOHAMMAD SHABAB SHAZZADUL 1730123

HAQUE

AYON SAHA 1730994

Course Instructor: Dr. Ikramul Hasan

Date of Submission: 01st May 2021

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LETTER OF TRANSMITTAL

01st May 2021

Dr. Ikramul Hasan

Assistant Professor,

School of Business and Entrepreneurship (SBE)

Independent University Bangladesh (IUB)

Bashundhara R/A, Dhaka

Subject: Submission of the final project report on HRIS system development and implementation
based on a startup company.

Dear Sir,

With immense pleasure and satisfaction, I can submit the report assigned to me under
your guidance and instruction on the Submission of the information regarding HRIS
system development and implementation based on a startup company. The report is an
essential part of this course, and I have tried to deliver my utmost diligence and
satisfactory provision of information in its completion.

I want to convey my deepest gratitude and thank you for such a knowledge-enhancing
opportunity. I have given my sincerest time and effort to make this report as precise
and informative as possible. I hope for your kind consideration in the assessment of it.

Sincerely Yours,

On Behalf of |

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ACKNOWLEDGEMENT

In performing our report, we had to take the help and guideline of our respected faculty,
who deserves my most incredible gratitude. I want to show my appreciation to Dr.
Ikramul Hasan, Associate Professor, Independent University, Bangladesh, for giving us a good
guideline for the report throughout consultations. We would also like to expand our
deepest gratitude to all those who have directly and indirectly guided us in writing this
report.

Several people gave us a brief idea about the HRIS ideas on their companies in
Bangladesh which helped us improve our report. Finally, we want to thank all the
persons for their help directly and indirectly in completing our final semester project
report.

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EXECUTIVE SUMMARY

Our report mainly focused on human resources management and its activities and
information system. As Digital Inspire focuses on promoting technology in the
workplace, the HR department of Digital Inspire requires a His software that
collaborates with HR activities and information technology. As a result, the HR
employees develop Orange HR software to improve their performance, reliability,
efficiency, and objectives. The HR activities involve different phases based on our
activities the working process takes place through the Orange HR software as all the
system is designed based on each activity. Moreover, we also have analyzed and
evaluate the workplace of some important HR activities through Orange HR. The
workflow of different activities such as recruitment and selection involves eight steps for
the decision-making process, and all the steps are done through our Orange HR
software. Performance appraisal involves four steps for final decision making, which
are involved in Orange HR software. The payroll system follows all the workflow
processes done through Orange HR software, briefly described. After analyzing and
evaluating HR activities through Orange HR, we have developed the necessary steps
and guidelines for using the software and how Digital Inspire is using it by providing the
possible direction, justification, and policies regarding the system. By the end of our
report, we have identified the implications of Orange HR, such as cost, unauthorized
access, lack of knowledge, and specialization, and therefore, we have recommended
the possible solutions needed to overcome this problem

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 TABLE OF CONTENTS
1. Introduction..................................................................................................................................................... 7

2. Action Plans.................................................................................................................................................. 15

1.1 Company Overview...............................................................................................................................................7

1.2 Our Services................................................................................................................................................................. 8

1.3 Potential Competitors..........................................................................................................................................11

1.4 Why Is HRIS Necessary?............................................................................................................................................ 13

2.1 Organizational Activities.......................................................................................................................... 15

2.1.1 Finance Department.....................................................................................................................................15

2.1.2 Marketing Department..................................................................................................................................16

2.1.3 Sales and Service Department.....................................................................................................................16

2.1.4 Operations Department................................................................................................................................16

2.1.5 Human resources department......................................................................................................................16

3. Implementation and Usage........................................................................................................................... 40

2.2 System Design....................................................................................................................................................22

2.3 Organizational Workflow......................................................................................................................................32

2.3.1 Recruitment and Selection Workflow...............................................................................................................32

2.3.2 Performance Appraisal Workflow.....................................................................................................................35

2.3.2 Payroll Management Workflow.........................................................................................................................38

3.1 Designing job recruitment and interview.............................................................................................................40

3.2 Recruitment and selection Process.....................................................................................................................45

3.3 Performance Appraisal........................................................................................................................................ 50

3.4 Training and Development..................................................................................................................................64

3.5 Succession Planning and Development..............................................................................................................69

3.6 Attendance and Employee Activity Tracking.......................................................................................................75

3.7 Leave Management.................................................................................................................................................... 79

3.8 Payroll Management............................................................................................................................................86

4. Implication and Conclusion........................................................................................................................... 90

5. References................................................................................................................................................................93

4.1 Limitation of Our HRIS System................................................................................................................................... 90

4.2 Recommendations Based on our HRIS System.................................................................................................91

4.3 Conclusion........................................................................................................................................................... 92

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 1. INTRODUCTION
In this modern world, digital marketing is at boom. It has transformed the market
strategies for companies to promote their products on digital platforms, and the trend is
moving faster and faster. Digital marketing is mainly an online marketing strategy used
by many companies in this modern world. It is promoting or advertising products on
social media tools, websites, emails, etc. Post-Covid 19, demand for E-commerce
business in Bangladesh has grown significantly higher than before. Therefore, many
businesses are transferring into E-commerce business as demand for the internet in
Bangladesh increases significantly. As a result, this allows Digital Inspire to contribute
to the E-commerce industry; therefore, the birth of Digital Inspire made it more
competitive in the advertising industry.

1.1 COMPANY OVERVIEW

The name of our company is Digital Inspire (DI). It is a
startup organization which is established in the year
2020 December. The company emphasizes Digital
Marketing; therefore, our organization's service provides
different marketing platforms such as promoting and
advertising different firms through digital platforms.
Digital Inspire is owned by five people held from different
backgrounds and holds five different key positions in the
Organizations. These five members do all the
Organizations activities since this is the world of
technology and the internet. As a
result, all the work processes are done by software system by different members who
are skillful in their respective fields. The service provided by Digital Inspire is mainly for
freelancers. Freelancers are indirectly related to Digital Inspire as they will be directly
connected to our clients and based on different needs and want. Freelancers will be
providing the service to our clients, which consists of different marketing processes in
the E-commerce industry. Therefore, freelancers play a key role in Digital Inspire, and
in the long run, if the company becomes successful, then freelancer's attributes are
important.

OUR MISSION
Digital Inspire (DI) 's mission is to provide solutions to entrepreneurs. Therefore, all our
work is focused on the Client's needs.

OUR VISION

Digital Inspire (DI) 's vision is to be the top in the digital marketing industry

Digital Inspire follows a tagline that is "Be Digital Live Digital."

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1.2 OUR SERVICES

Digital Inspire is a full-service creative agency that aligns strategy, brand, design,
advertisement, digital, and events to help brands gain greater impact within the
industry. We are here to create, curate, and manage brands to make an everlasting
impression on our Client's audience. We assist companies of all sizes in increasing
their exposure, driving more traffic, and increasing their commercial success. The
preliminary services we provide are:

SEO (SEARCH ENGINE OPTIMIZATION) SERVICES

Digital Inspire promises to provide high-quality, low-cost SEO services. We have a
dedicated team of experts who have extensive experience and knowledge in the
relevant field to provide the best digital marketing services—the affordable SEO plan
we have for our clients:

CUSTOMIZED SEO PLANS

We offer personalized SEO plans in addition to our regular SEO plans for clients with
unique online business needs. All of our low-cost search engine optimization plans
adhere to our strict guidelines. We will build active SEO strategies for a wide range of
customers, from small businesses to large corporations. Our comprehensive, custom-
made SEO reports provide brands and organizations with a clear picture of how their
website is doing. It also aids in improving ongoing SEO services by recording activities
that produce better and faster results.

3 IN 1 CAMPAIGN PLANS
We provide search campaigns, display campaigns, and video campaigns in a single
plan combining with the strengths of SEO for new companies or our aspiring
entrepreneurs so that they can expand without having a big dent in their investment.

24/7 SEO SERVICES SUPPORT AVAILABILITY

Digital Inspire makes sure our SEO experts are available 24/7 to answer any queries
regarding our SEO services and plans. In addition, clients can contact us by phone or
email, and we will promptly respond so that our clients don't hesitate to contact us right
away.

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2. WEB DESIGN & DEVELOPMENT
Digital Inspire is a strategic website development company, and we offer web design
and development services that entail an intense process. To understand the desired
quality in the end product, we understand the Client and their requirements. Therefore,
our Web design & Development functionalities are:

MOBILE-FRIENDLY SOLUTIONS
Websites play an important part in a company's success. However, an out-of-date
website fails to capture a potential customer. So, the companies need a site makeover
to keep it mobile and SEO-friendly. We enhance and improve our Client's SEO-ready
site to generate leads and boost traffic.

E-COMMERCE WEB SOLUTIONS

We build digital shopping experiences and solid digital marketing strategies to help our
clients meet their e-commerce goals.

REDESIGNING WEBSITES
Digital Inspire strongly believes that redesigning a website is about far more than just
changing the graphics and repositioning the elements. Instead, it's all about enhancing
the usability and accessibility of the website.

3. SOCIAL MEDIA MARKETING

We have put together the right team to completely harness the power of social media
and promote brands and businesses by generating low-cost brand recognition,
engagement, and loyalty. At Digital Inspire, we practice the social media marketing
process in three stages:

SOCIAL MEDIA PROFILE CREATION & OPTIMIZATION

First and foremost, we establish an online presence on nearly every active social media or
social networking site that is important to their customers' online handle/business

SOCIAL MEDIA CONTENT CREATION

From generating ideas to creation to conversion, our social media content creation
services cover it all.

FACEBOOK, INSTAGRAM, YOUTUBE & LINKEDIN ADVERTISING CAMPAIGNS

Running advertising campaigns on social media sites such as Facebook, Instagram,
YouTube, and LinkedIn allow advertisers to reach the right target audience at a low cost.

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 4. BRAND PUBLISHING
A company needs to appear to thrive and form a bond with the audience. Everything
we trying to do for our clients is focused on making their product, service, and most
importantly, making sure their company stands out from their competitors. We have
created a strategy of online brand building which helps to transform our Client's online
presence into a brand.

5. VIDEO PRODUCTION
In advertisement and digital marketing, videos are the new craze. It is difficult to make
a video, but making one that attracts attention is even more difficult. Digital Inspire is
unique in giving both film and animation, giving corporate video production a new
dimension. Any action we take begins with a plan. The plan is:

VIDEO IDEATION & STRATEGY

We gain a better understanding of the brand, its goals, and requirements during the
Ideation stage. Then, we produce unique, high-converting business processes and
animated videos.

6. CONTENT WRITING
As mentioned in our company's mission and vision, our goal is to be one of
Bangladesh's best content writing firms, with a fantastic team of seasoned writers who
can provide valuable content for our Client's website. To fulfill that goal, we are
currently providing content writing services. Our best services are:

SOCIAL MEDIA CONTENT CREATION

We have temporally built a team that regularly posts relevant content to our Client'
social media profiles (Facebook, Twitter, LinkedIn, Google Plus, etc.) to keep their
audience engaged.

PROOF-READING
We have a team of editors who are working temporarily. Our editors take great care
when editing and proofreading their documents to ensure that the author's intended
purpose is preserved. In addition, we guarantee the protection and privacy of their
records.

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1.3 POTENTIAL COMPETITORS
Starting from finding home tutors for children to haircut services, laundry services,
domestic help, or information about CNG auto-rickshaw rides, everything is available in
the digital world. Over 47.61 million internet users in Bangladesh in January 2021, with an
increase of 7.7 million (+19%) between 2020 and 2021, the industry's growth is very
promising. There were Forty Five million social media sites users in Bangladesh in this
January 2021. Recently social media users in Bangladesh increased by nine million (+25%)
between 2020 and 2021 (Markedium, 2021). Although several digital marketing agencies
are operating in Bangladesh, the most notable competitors we have are:

DIGITAL VAST
They are a digital marketing agency founded in 2014. They started the agency as they
noticed a large gap in knowledge of online marketing and the lack of transparency,
tools, and experience among our industry colleagues. They want to bridge the gap,
bring more Bangladeshi companies to the web, and open new marketing channels
(Magnito Digital, 2021).

MAGNITO DIGITAL
They are the largest digital agency in Bangladesh, with a team of more than 90 people.
They are pretty famous for their unconventional company culture. Their experience and
allow them to deliver services. They have already built leading brands in the digital
space and are the go-to agency for managing digital products & services (Magnito
Digital, 2021).

NOTION HIVE
They are a digitally-led, full-service creative agency. They combine strategy, marketing,
design, and technology to help you stay ahead of your competition. That’s why, they
have established themselves as one of the pioneering agencies in the region. Their
flexible and design-led structures and processes allow them to be highly responsive
and innovative.

WEBABLE DIGITAL
They are a specialized agency in impact-driven marketing communications and
technology solutions. They help clients solve business problems by fusing creativity,
innovation, strategy, and craft. They believe in creative strategies backed by data, most
importantly measuring the impact of work to maximize return on investment.

ANALYZEN BANGLADESH
In the last 12 years, Anazlyzen evolved from a local digital-first marketing company to
offering an integrated mix of strategy, analytics, creativity, technology, media, and
experience to drive meaningful innovation in communication through a multi-country
presence (Analyzen Bangladesh, 2021).
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 1.3.1 PORTER'S FIVE FORCES

BUYERS' BARGAINING POWER

In the digital marketing market, the customers' bargaining power is rising because of
the increasing number of choices in the Digital Marketing industry. Apart from that,
customers have all the required information so that they can bargain effectively. In
Bangladesh, several digital marketing agencies are offering its service at different
prices. Recently, some leading agencies started offering services at low prices.
(Mindtools, 2020).

2. THREAT OF NEW ENTRANTS

In the digital marketing industry, it is relatively easier to enter the market quickly, and an
easy entry means that our company has to face more competition over time. This factor
weakens our company's power in the industry because there is a chance for many
companies to start providing the same services our company provides.

3. SUPPLIERS' BARGAINING POWER

In the digital marketing industry, suppliers' bargaining power is very low as suppliers
are affected by competition. Since there are multiple suppliers (digital marketing
agencies), buyers need to analyze their options to see which option is best. Since there
are many suppliers, which means more choices, our company has less power to begin
within the market.

4. DEGREE OF RIVALRY
In the Bangladeshi market, the rivalry among existing digital marketing agencies is very
intense. The most common reasons are that the digital marketing industry is dynamic
by nature with innovative services, consumers' tastes are changing. In most cases,
customers switch to special packages with lower cost, which adds more value to their
needs.

5. THREAT OF SUBSTITUTES
Substitute products can always harm your company's power. You may be the only
company in the area that supplies a certain product, but another company supplies a
different product that can perform the same job. Many agencies can provide substitute
services that can get the job done; this can significantly impact our company's power.
Not only are agencies with the same service a threat, but agencies that have an
alternative, cost-effective option pose a threat as well.

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1.4 WHY IS HRIS NECESSARY?

Human resources information system is a software system that is a combination of HR

activities and information technology (AIHR Analytics, 2019). Therefore, it involves all
the HR functions, which will be done through software. In today's world, technology is
the main business. For Digital Inspire, the Organizations activities are mainly done by
five members. Therefore, each member is specialized in different departments. As a
result, one member is involved in all the HR activities of Digital Inspire as HR head and
4 HR full-time employees. Hence HRIS plays a key role for those individuals to make
the work process possible and easier. In addition, Digital Inspire is providing digital
marketing services which the help of freelancers. As a result, it is necessary to keep
information and data about different freelancers, including payroll system, performance
appraisal, termination system, virtual training system, and other HR functions. HRIS will
bring a rapid change in Digital Inspire as all the work processes will make the
environment more flexible and systematic. Therefore, Digital Inspire is going to get
various benefits by using the HRIS software.

EFFECTIVE IN TERMS OF VIRTUAL ACTIVITIES

HRIS system is very much impactful in terms of virtual activities. Since Covid 19, like
many organizations, Digital Inspire employees are also working from home. As a result,
HRIS software is very much necessary for them as all the HR-related actives can be
done from home, which is more beneficial for HR employees of Digital Inspire. For
example, Recruitment and Selection are made physically, but in the pandemic, the
process is done virtually. Therefore, it is much flexible due to the HRIS system.

EFFECTIVE DUE TO LESS PHYSICAL APPEARANCE

As Digital Inspire provides services in the digital world, direct communication and
physical appearance between different stakeholders have less involvement. As a result,
Digital Inspire must maintain data and information on technological tools. Therefore, the
HRIS system is important for the HR department of Digital Inspire in the working
process.

SATISFACTION DUE TO SELF ACCESS

Digital Inspire consists of full-time employees, contractual employees, and freelancers.
Therefore, the employees of Digital Inspire can have access to the HRIS system for
their compensation system, performance appraisal, talent management process,
training, etc. Therefore, as a result, there is flexibility and less complexity as they can
be involved in these activities anytime, anywhere they want. Therefore, this self-access
gives satisfaction towards their job.

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REDUCE COSTS IN SOME HR RELATED FIELDS
The development of HRIS software makes the less physical appearance of freelancers
to the Organizations. Therefore, it will reduce the costs of data stored in the HR
department as some activities can be done through the HRIS system like selection,
training, etc. For example, training of freelancers can be done through the HRIS
system, such as informal learning. HR personnel of Digital Inspire can provide different
case or virtual communication through which different freelancers can be trained.

IMPROVE ACCURACY
The development of the HRIS system will increase Digital Inspire's HR activities as the
activities will proceed through soft wares there. This will bring in more effective for the
HR department.

LESS CHANCE OF HUMAN ERROR

Since all the activates of digital Inspire will be done by one HR individual. For this
reason, there is a massive chance of human error in the system. However, with the
presence of an HRIS system, there will get a less human error.

FLEXIBLE IN COLLECTIVE BARGAINING PROCESS

HRIS via software can provide up-to-date, relevant, and necessary information, facts,
and figures to facilitate collective bargaining. Therefore, if any conflicts arise between
Employees and Digital Inspire, it will be flexible for HR to present information and data.

FLEXIBLE HR AUDIT
An HR audit is an overall overview of Digital Inspires HR policies and practices.
Therefore, through this audit, HR personnel can improve the areas which are needed
to be improved. Therefore, with the HRIS system's help, it will be flexible and
systematic for Digital Inspire to make an HR audit as the HR personnel can easily
perform the internal audit.

AUTOMATIC REMAINDERS
By developing the HRIS system, the system will automatically remain about the events
and activities of Digital Inspire to HR personnel. As a result, it will the situation will be
more active.

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 2. ACTION PLANS

2.1 ORGANIZATIONAL ACTIVITIES

FIGURE 1. DIGITAL INSPIRE’S ORGANIZATIONAL ACTIVITY

Digital Inspire is made up of 5 different departments. They are Finance, Marketing,

Human Resource, Sales and Services, Operations Department. All departments have
different activities; therefore, the organization's activities occur between them through
proper coordination and communication. For example, five members of a working start
digital Inspire as a consultant in 5 different departments.

2.1.1 FINANCE DEPARTMENT

The most important department of Digital Inspire is the financial department. It involves
various financial services and financial transactions of Digital Inspire as it provides
quantities results of Digital Inspire, employees of this department are given top priority.
Under Finance Department, the employees do various activities such as ratio analysis,
financial statements, cash flows, and financial budgeting.

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2.1.2 MARKETING DEPARTMENT
This department is responsible for developing and bringing in clients to Digital Inspire.
Since the e-commerce industry is very booming in Bangladesh, the market department
has to identify innovative ideas and promotional strategies to attract clients. Therefore,
there are various activities such as marketing research, development of promotion
under the marketing department, identifying the target market and segmentation, and
developing a strategy to attract attractive freelancers.

2.1.3 SALES AND SERVICE DEPARTMENT

This department involves all the sales and services of Digital Inspire. This department
is responsible for handling all the sales, maintaining data and information of sales and
analysis of sales, and making the decision-making process. On the other hand, as
Digital Inspire is providing marketing services to different companies, this is a service
maintained by this department as they will handle and maintain the services they are
providing, make decision-making process, and effective communication with
employees freelancers.

2.1.4 OPERATIONS DEPARTMENT

This department is responsible for handling, maintaining, and communicating with
employees and freelancers involved with the clients and customers of Digital Inspire.
They usually give the proper guidelines, innovation ideas, involved in the working
process and decision making to make the service an effective and efficient way to
satisfy the clients; hence it is a very important department.

2.1.5 HUMAN RESOURCES DEPARTMENT

This department emphasizes more on employees rather than the clients. The total
number of HR personnel working in Digital Inspire is four. Therefore, their main job is to
focus on employees, performance appraisal, mental and physical health, and other
related issues.

Digital Inspire has almost the same administrative functions as other digital marketing
organizations. As our project is based on the IHRS, we will be explaining the process related to
our HRM department and linked to our HRIS system. Our HRM department has
organizational activities like Planning, Controlling, Staffing, Budgeting, and Performance
Management. Each activity includes several sub-activities. Here we can see all the sub-
activities below our core HR activities

FIGURE 1 SHOWS THE FUNCTIONS OF HR ACTIVITIES OF DIGITAL INSPIRE. AS A

RESULT, THESE ACTIVITIES ARE DONE BY THE HR PERSONNEL OF DIGITAL
INSPIRE.

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PLANNING
The planning mainly focuses on how the working process will be arranged. Since most
of the activities are done through HRIS software, Orange HR, therefore, planning will
give them the directions. As a result, they can develop the planning on the software
and work according to it (Hayes, 2021).

GOALS
Goals are mainly the ambition and desires of Digital Inspire, which they want to
achieve in the long run. Therefore, the HR department of Digital Inspire usually follows
their activities based on the agency's goal. As a result, the agency's goal is set up in
the Orange HRm software, and the working process takes place based on the agency's
goal.

MANPOWER GAPS
Manpower gaps are analysis done by HR personnel of Digital Inspire by determining
the net HR requirements. This process is done through their Orange HR software,
where they would identify the manpower gaps through deficit and surplus of workforce
and workload.

FORECASTING MANPOWER DEMAND AND SUPPLY

Forecasting is an important activity of HR personnel as they have to identify the
number of freelancers and employees needed for Digital Inspire in the long run.
Therefore, the process is done through Orange HR software. Digital Inspire uses
quantities analysis such as regression analysis to identify the future workforce, which is
a mathematical formula used to relate the staffing.

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CONTROLLING

Digital Inspire HR employees have the most challenging task: commanding the
agency's costs. As this department allocates high costs as it involves payroll, training,
and recruiting, which are costly? Therefore the activities are commanded and control
through Orange HR software which involves more flexibility and accuracy (toppr, 2021).

DISCIPLINE
It involves the rules, regulations, and ethics of Digital Inspire, which are stored in the
Orange HR software; therefore, the employees can access the software and follow the
guidelines and instructions which are given by the HR personnel of Digital Inspire and
which are to be maintained in the agency.

ATTENDANCE
Attendance is the day-to-day activities of HR personnel to monitor the employees who
are working internally in the agency are keeping their good records in terms of
attendance. Most of their workforce are freelancers; therefore, the 30 employees
working in the organization require attendance. The activity is done through Orange HR
software as employees can access and give their attendance, and the system will
automatically record the data.

EMPLOYEE TRACKER
HRIS used by the HR personnel of Digital Inspire in the long run for employee tracker.
As this app is required to track field employees, Digital Inspire currently has employees
working on fields; however, their activities are done through Orange HR software. As a
result, the tracking system is installed on the software any HR personnel is well trained
for.

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STAFFING

Staffing is one of the important HR activities of Digital Inspire as it is hiring employees

based on knowledge, skills, and abilities. The staffing model in which HR personal
practices are staffing/Organization match. Future jobs refer to forward-thinking on the
part of the organization regarding which job assignments the person might assume
beyond the initial job. So, it is about long-term matching. For Digital Inspire, the best
staffing model is a person-organization match. Since Digital Inspire is a small
organization, they give importance to organization behavior, their employees require
multiple tasks and always assigned new job duties but more important, their job
requires technology, and since technology is growing rapidly, their future job duties will
be allocated based on that so employees must have long-term thinking ability. Hence
this model will give a clear idea about the available job, and employees must have the
knowledge and ability based on this. Therefore, the data of the staffing model is well
structured on Orange HR software.

EMPLOYEES RECRUITMENT AND SELECTION

The recruitment and selection of employees are among the most challenging tasks, but
it is quite flexible for Digital Inspire HR employees due to Orange HR software. The
process involves job vacancy, job advertisement, candidate selection, screening and
shortlist, interview, and final decision. The activity is very time-consuming and costly,
but due to Orange HR software, HR employees can easily take interviews, shortlist and
screen in effective and efficient ways. The recruitment is mainly done by external
recruitments such as advertisements through newspapers and social media to attract
applicants and employee referrals, which means employees prefer passive job
seekers.

TRAINING
Training mainly focuses on teaching and developing knowledge skills and abilities to
employees. As most employers are freelancers for Digital Inspire, they are trained through
off-the-job training, such as training on Orange HR software. In addition, HR employees of
Digital Inspire also provide various lectures informal learning to freelancers. On the other
hand, full-time employees are given on-the-job training; therefore, they are trained
physically, but the Orange HR software plays a key role as most of the training process is
done.

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BUDGETING
As the Digital Inspire consists of 5 departments, each department is allocated a budget.
Therefore, the budget of the H department is well-drafted on their Orange HR software,
through which decisions based on costs are taken (Wolters Kluwers, 2021).

PAYROLL
Payroll is a process of calculating and distributing of salary and taxes of Digital Inspire.
The payroll process consists of Input from the client, Check past employee data, and
Initiate payroll process, Salary Payslips, Salary to Bank Payment. The payroll system in
Digital Inspire is well-functioned through Orange HR software as the process takes
place through the system, making it easier and flexible.

EMPLOYEE’S CLAIMS
Employees working might have different grievances and claims in Digital Inspire.
Therefore, to fulfill their needs and wants, it's HR's responsibility; therefore, with the
usage of Orange HR software, the claims of different employees are fulfilled.

TRAVEL COST
Travel costs are mainly allocated to field employees of Digital Inspire, but since there
are no activities of field employees in the short run, this allocation is not budgeted.
However, HR employees of Digital Inspire are well aware of this activity, and the
Orange HR software system is well developed for travel cost plans.

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PERFORMANCE MANAGEMENT
Performance management (PM) is the process through which HR of Digital Inspire will
measure, manage and develop the performance of employees in Digital Inspire. The
performance management consists of plan, act, track review; therefore, performance
management is carried out through Orange HR software. Setting up objectives,
implementing and carrying out those objectives, tracking progress, and reviewing is
done through the software (Clearview, 2020).

PERFORMANCE APPRAISAL
Performance appraisal is the process through which employees will be given reviews
about their performance and contribution. Therefore, Digital Inspire HR does by the
Orange HR software as the process involves selecting appraisal methods such as 360°
appraisal, Management By Objective (MBO), etc. After that, it involves evaluation
selection, evaluation form, and final result through which Employees are judged and
compare.

SUCCESSION PLANNING
Succession planning is a strategy of promoting an employee into a top position and
management. This involves long-term planning as the HR of Digital Inspire is
responsible for developing the KSA (knowledge, skills, and abilities) to that employee
by using Orange HR software as HR will develop strategies and different training for
that employee through the system.

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2.2 SYSTEM DESIGN

Human resource planning through OrangeHRM will allow our company, Digital Inspire
to fulfill its current and potential talent needs by helping our human resource
department to anticipate and cultivate the talents that are most important to our
company, as well as providing our company with the best staffing mix in terms of
available skill sets and personnel numbers. Proper planning also paves the way for the
potential growth of Digital Inspire by creating a talent pool capable of filling leadership
positions.

PLANNING

FIGURE 1. SYSTEM DESIGN (PLANNING)

The planning phase involves setting Goals, identifying Manpower Gaps, Forecasting
Manpower Demand, and Supply.

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GOALS
When done correctly, goal setting will help improve efficiency while also increasing
employee engagement. OrangeHRM can help with goal setting in various ways,
including making it easier to set goals and provide tools to help employees achieve
them. For example, we can use OrangeHRM to track projects that our employees are
working on, record their tasks and the hours they are spending on those tasks. We
could use this knowledge to see which tasks take them the longest. This would help us
and the employee figure out where they're having trouble. Once we have the data from
OrangeHRM, we can use this information to crunch the numbers. The numbers will
allow us to set realistic goals for every employee as realistic goals motivate employees
to work hard (Orange HRM Admiinistrator, 2020).

MANPOWER GAPS
One of the important aspects of the planning phase is determining the demand for and
supply of human resources and balancing the two to identify shortages and surpluses
of both kind and number. It will allow the HR to determine whether there is an
overstaffing or understaffing situation. Recruitment is the overall process of screening
and hiring the best and most qualified candidates for a job opening and encouraging
them to apply for jobs in an organization (Luenendonk, 2021). It is one whole process
that begins with identifying the company's needs concerning the job and ends with
introducing the employee to the organization. Thus, the first step for this starts with
identifying the current vacancies available at Digital Inspire, and the entire process is
made simple through OrangeHRM.

FORECASTING MANPOWER DEMAND AND SUPPLY

The manpower gaps can be effectively assessed after estimating Demand and supply.
If the Demand for human capital exceeds the supply, a shortage exists, necessitating
the hiring of new applicants. For Manpower Gaps, we need options such as Leave List.
OrangeHRM 'leave list' feature offers a comprehensive leave list that allows the user to
identify whether the employee is complying with the leave type's eligibility criteria and
whether the employee is following his/her leave balance.

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CONTROLLING

FIGURE 2. SYSTEM DESIGN (CONTROLLING)

Controlling is an important function of HR in Digital Inspire. Control in an undertaking

entails ensuring that everything is carried out following the plan, the instructions given,
and the principles established. Controlling functions as a measurement and correction
mechanism in this way. We assess performance against the targets and plan by
control. The controlling phase includes Discipline, Attendance, Employee Tracker, to
name a few.

DISCIPLINE
Employees will learn to act in a restrained and responsible manner while adhering to
Digital Inspire's policies to assist with proper disciplinary guidelines. The human
resource management team must maintain employee compliance by swiftly addressing
any violations or wrongdoing in the workplace. With OrangeHRM's Employee Discipline
Management Software, HR Professionals of Digital Inspire can easily monitor and
maintain all disciplinary cases and acts. It speeds up the reporting process and makes
it easier. This system assists our Human Resource team keep track of all steps
involved in an employee disciplinary case and digitally stores each violation, and tracks
all actions taken in the case. As a result, we can build, monitor, and decide on the best
course of action for each case, whether it's a verbal or written warning, suspension, or
termination. Employee misconduct is difficult to handle, but OrangeHRM's integrated
Employee Discipline Management Solution makes it much easier.

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ATTENDANCE
A company may have a fully functioning system for tracking and recording all aspects
of its employees. It could, however, find difficulties uploading data related to
attendance. Many organizations would not be able to upload all of the data for a certain
timeframe at the same time through their systems. For instance, a system may not
allow a user to upload a week's set of attendance dates at once; instead, the user must
upload dates one by one for each day of the week. The Human Resource department
of Digital Inspire does not have to worry about such issues as through OrangeHRM;
they can easily upload attendance data without any trouble. This feature allows
uploading attendance data into the OrangeHRM system as our preference. Also, the
our employees can upload the attendance data via a biometric device as well (Orange
HR Administrator, 2020). To complete the attendance process, we need options such
as Employee records, Employee sheets, Approve attendance, etc.

EMPLOYEE TRACKING
Time tracking is the process by which companies keep track of their workers' working
hours. This calculation of project or job hours is then used to ensure that employees
are compensated appropriately. Time entries aren't just for payroll; they're also a
secure way for managers to track where their employees' time is going and how long it
takes them to complete a task. With OrangeHRM, the system is there to our company
succeed. Here are some of the ways OrangeHRM allows our company to keep track of
our employees' time:

CLOCK-IN/CLOCK-OUT
We can have our employees log in to the software, use the mobile app, or use
hardware to clock in and out, and all of it will be monitored in OrangeHRM. In addition,
we do not have to worry about employees messaging us about their work hours
because their supervisors will have the authority to adjust them (Orange HR, 2020).

PAY POLICIES AND OVERTIME

We can define the pay policy with OrangeHRM, and the program will implement it. For
example, we can specify Digital Inspires' policy on regular or weekly overtime maximum
numbers, and OrangeHRM will keep track of it. In addition, we can look at a pay-hours
report and see where each employee is trending (Orange HR, 2020).

TIMESHEETS
Tracking our employee's time can be a little rough. It is like making sure overtime isn't
accidentally paid out or knowing if your hourly employees are spending their time
working vs. not. With Timesheets, we will have full visibility in seeing employees' clock-
ins and clock-outs (Orange HR, 2020).

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STAFFING

FIGURE 3. SYSTEM DESIGN (STAFFING)

Employee recruiting, screening, and selection are all functions of staffing conducted
within a company or sector to fill job openings. Orientation, training, retention, and
termination are all aspects of employment that a staffing department handles.

EMPLOYEE RECRUITMENT
The Applicant Tracking/ Recruiting module in OrangeHRM provides a complete solution
for the entire recruitment process, from publicizing work openings to hiring employees.
Famous social media platforms have taken their place in the hiring process today. Our
HR department can hire candidates via popular social media networks like Facebook,
LinkedIn, and Twitter using OrangeHRM's recruitment/applicant tracking module. This
not only attracts job seekers but also professionals with experience in the related field.
Our job openings can be advertised specifically to the applicants we want, saving HR
personnel time and effort in shortlisting candidates.. For example, let's say our
company is looking for digital marketers right now. Hiring managers would have to sort
through the applications painstakingly. The resume archiving plug-in is a solution that
allows us to store new candidate records while keeping only the required records in the
system.. Our HR team can search for all the resumes with the relevant keyword
(Orange HR, 2020).

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EMPLOYEE SELECTION
In our HRIS system candidate's resume can be downloaded from the search results
themselves. Bringing recruitment to a new HR management level, OrangeHRM
introduces Virtual Interviews, allowing HR administrators to schedule online video
interviews with potential candidates. Virtual Interviews save time spent on the hiring
process and also reduces the cost of hire (Orange HRM Admiinistrator, 2020).

Since the data does not always connect to your HRIS, using Learning Management
Software can be expensive and time-consuming. However, with OrangeHRM's Training
module, the employees will have access to a top-of-the-line training platform, and all
important data will be monitored automatically. Here are some of the features of
OrangeHRM through which our company can train the employees very easily:

CONTENT LIBRARY
Ongoing HR training can be tedious at times. However, we can create custom training
courses and add different sessions to them using the Content Library function. It allows
us to add any or all staff while still allowing us to make the course public or private.

ATTENDEE TRACKING
It can be difficult to train every employee on HR and Onboarding requirements. In
addition, it can be much more difficult to keep track of who has attended all of the
training sessions. Attendee Tracking, on the other hand, takes care of it for us.

EMPLOYEE EVALUATION
Employee training can be time-consuming to implement, and it can be difficult to
determine how successful it is for the employees. It gathers input from our team so that
we can still make changes to that particular training.

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BUDGETING

FIGURE 4. SYSTEM DESIGN (BUDGETING)

One of the most critical elements of human resource management is payroll.

Employees will be paid on time, and the necessary deductions will be made and
submitted to the appropriate places if payroll is handled effectively and correctly.
Employees may leave or complain if payroll is not handled properly. OrangeHRM can
help our company manage payroll correctly and automatically, leading to compliance
issues being handled without a thought or any extra effort. In addition to making
deductions and proper distributions, OrangeHRM can also help ensure reports are filed
correctly and punctually. Some of the payroll features of OrangeHRM:

PAY RUN
With Payroll Frequency Laws, the most common frequencies are monthly, semi-
monthly, biweekly, and weekly. Every company decides its best payroll schedule based
on its outfit and employees. Payroll for OrangeHRM enables us to schedule pay
automatically based on our best frequencies. OrangeHRM payroll system allows us to
create individual paydays for employees from various locations and departments and
different wage models. In addition, payroll's greater flexibility allows us to automatically
reschedule at the desired frequency without the need for manual intervention
(Smackcoders, 2020).

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PAY RUN REPORT
Every organization requires a pay scale report to assess performance and add benefits
to their employees. Payroll makes this simple by enabling to verify the pay scale of an
individual employee or all employees in a department, location, etc., based on their
groups. Then, you can define your fields to create the Pay Run report with the
employees filtered based on the required conditions.

We understand that dealing with finances isn't our preferred job, but we also
understand that our HR department is responsible for some employee expenditures
such as travel requests and claims. That's where OrangeHRM's travel and expense
tracker comes in handy, allowing us to keep track of employee expenditures like a
professional. Some of the benefits include:

 This will allows employees to add their expenses to the expense projects at any
time.
 Let's managers keep track of their assigned expense projects.
 Administrators can log into the application and view the current statuses of all
expense projects in the organization.
 Integration with the our HRIS system makes it possible to add users in the
OrangeHRM system into expense projects.

PAYROLL MANAGEMENT

FIGURE 5. SYSTEM DESIGN (PERFORMANCE MANAGEMENT)

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PERFORMANCE APPRAISAL
This is necessary to record specific employee goals and then assess each employee's
performance concerning those goals to maximize employee performance. To enhance
performance management, OrangeHRM may also assist management in producing
highly successful performance evaluations. The performance management phase
includes Performance Appraisal and Talent Management (Hayes, 2021).

Performance appraisals are made up of predetermined standards used to assess an

individual's job behavior and provide feedback to the employee. Employers may use an
assessment method to aid in the decision-making process for employee promotion and
compensation or, in the worst-case scenario, termination. A performance assessment
framework is included in the category of performance management software, and these
platforms are often used in conjunction. For performance appraisal, we require
Appraisal List, Appraisal Cycles, and Competency Profile in our system.

APPRAISAL LIST
It is critical to establish a proper appraisal form and appoint evaluators, but it is also
critical for evaluators to review the completed appraisal form to provide impartial
inputted ratings. Employees may determine their actual output after receiving input and
scores from the evaluators. A company may be able to build appraisals, appoint
evaluators, and assess them as well. However, the issue occurs when users cannot
assess several employees due to limitations with their current system. Users can now
evaluate multiple employees with ease using OrangeHRM. The appraisals are created
and activated, and employees added as reviewers can evaluate the appraisal forms. If
another employee is being evaluated, then the user can access this feature through the
appraisal list.

APPRAISAL CYCLE
An appraisal cycle is a set period over which an employee's overall performance is
evaluated. A typical assessment period lasts one year, six months, or three months.
Mid- year appraisals, on the other hand, are a normal occurrence in most companies.
Regardless of the length of the appraisal cycle, an employee must make the most of it
to showcase their abilities. Having to build multiple appraisal cycles for many workers is
a common problem that many companies face. Our company can now build a standard
assessment cycle(s) for a wide group of employees using OrangeHRM.

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COMPETENCY PROFILE
Competency profiling is a method for recognizing specific abilities, expertise, attitudes,
and behaviors required to complete a job, activity, or career. The ultimate goal of Digital
Inspire is to determine what competencies are important to the organization. However,
in categorizing competencies, some organizations distinguish between competencies,
which refer to desired personal attributes and behaviors, and competencies, which are
the knowledge and skill required to improve performance. As a result, many companies
turn to build competency profiles to create for their jobs in a fraction of the current HR
environment.

TALENT MANAGEMENT
For talent management, we need options such as succession and development.
Succession management is critical for companies to succeed in today's dynamic global
market. Succession and Development help our Digital Inspire minimize risk by
developing the talent we need to achieve at any cost, today’s business goals while
providing the visibility and planning capabilities necessary to support future growth.
Succession and development will include Individual Development Plans and 9 Box
Matrix.

INDIVIDUAL DEVELOPMENT PLANS

Individual development planning is developing an action plan for personal development
in the sense of a career, education, or self-improvement focused on knowledge, beliefs,
reflection, goal-setting, and planning. It is an arrangement between an employee and
their employer that certain skills should be improved or that overall performance should
reach a certain level within a defined period. Individual development planning (IDP)
benefits Digital Inspire by aligning employee training and development efforts with our
mission, goals, and objectives. (Management Study Guide, 2018).

9 BOX MATRIX
The 9 Box Matrix is an expansion of the talent bench analysis, one of the most widely
used succession planning and workforce growth techniques. The 9 Box Matrix, which
compares employee performance to their potential, is a useful talent assessment
method for HR professionals and managers at all levels. Managers work together to
assign each employee to nine types based on three levels of success and three levels
of potential on a vertical and horizontal axis. Some companies change the lower axis;
instead of using output as the axis, they use performance and engagement
(Performance Culture, 2017).

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 2.3 ORGANIZATIONAL WORKFLOW

For our company to be as productive as possible, we need to match the right people
with the right jobs (Recruitment & Selection). Since mismatched employees are less
satisfied with their employment, they are more likely to be absent, have higher turnover,
and be less productive than those who are properly matched. Therefore, the first step
in matching people to the right jobs is to figure out what jobs we need to be done and
what skills are needed (the job description and specifications). This is why we have
begun by demonstrating our design workflows and, as a result, employment in our
organization.

As our organization is a startup, we have focused on our organization's three

fundamental and core workflows. Each activity interconnects them, and as a result, the
whole system depends on these functions.

2.3.1 RECRUITMENT AND SELECTION WORKFLOW

FIGURE 1. RECRUITMENT AND SELECTION WORKFLOW

In figure 1. the whole recruitment and selection workflow is given. It begins with a job
vacancy, and then the following stages are Job Advertisement, candidate Selection,
Shortlisted, Interview, Decision Making. Each of the functions includes several multi-
functions.
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1 | JOB VACANCY
Workflows essentially allow organizations to create a collection of jobs, and then the
jobs are run in various configurations by organizations like us, Digital Inspire. The main
process begins with the identification. When anyone inside the organization notices a
vacancy, the main procedure begins. The key responsibilities include submitting a
requisition (a proposal for a position to be filled) by identifying the manpower gap. We
are continuously in need of freelancers, and to fill both the skill and manpower gap, we
follow this workflow.

2 | JOB ADVERTISEMENT
After approving the job requisition, then we specify the position and the budget. The
position might be a new position or to replace an employee who left. After doing all the
analysis, the output is used to develop a job description and its job specifications.

JOB DESCRIPTION
For example, we need to hire a creative writer intern,

WHAT S/HE'LL BE DOING:

 Ideate interesting topics that resonate with the youth
 Write 1 article regularly
 Curate viral-worthy content from anywhere
 Come up with innovative article formats
Here, the job description identifies a job's tasks, duties, and responsibilities. Then, it
describes what is done, why it is done, where it is done, and, briefly, how it is done.

JOB SPECIFICATION
While the job description mentioned above describes the activities to be performed, the
job specification lists the knowledge, expertise, and abilities required to perform a job
satisfactorily. For example,

WHAT THEY'LL NEED TO HAVE:

 The ability to write in an easy style
 Confidence in writing articles in the right tone (witty, sad, serious, candid)
 Knowledge of writing articles in a casual way that your friend will be hooked to
reading till the end.

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3 | CANDIDATE SELECTION
Candidate selection is just as important as the other processes mentioned above. The
selection method can be grouped into two categories: screening and shortlisting
candidates.

SCREENING CANDIDATES
It involves reviewing job applicants' information and gathering additional preliminary
information to determine which applicants deserve further consideration for the position
(Candidates application form). Then, before recruiting, final screening entails a more in-
depth look at the candidates who have passed the initial screening, including checking
references and performing background checks (by evaluating their given
(resumes/CVs.)

SHORTLISTING CANDIDATES
This operation reduces the number of work applicants to the number of employees
required by the organization. In addition, Digital Inspire uses a variety of career
evaluations, interviews, and surveys to shortlist candidates. Since these procedures in
the selection process can be very time-consuming and expensive, we do the
background check after candidates are shortlisted. Therefore, we believe it is
preferable to narrow the applicant pool before deciding to use them.

4 | INTERVIEWING CANDIDATES
Our job interview process is the type of selection test that involves a conversation
between the shortlisted job applicants and representatives of the company — Digital
Inspire interviews at two levels.

FIRST
As an initial screening interview to determine if the applicant has met minimum
qualifications.

SECONDLY
As an in-depth interview with our hiring manager to determine if the applicant will fit for
the designated job.

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 5 | DECISION MAKING
This process is used to determine which applicants have the best chance of doing well
on the job and who should be rejected after the recruitment process has created a pool
of eligible candidates. At Digital Inspire, we decide who should be hired after collecting
all relevant details about job candidates. After making an accurate hiring decision,
Digital Inspire abides by these two steps.

EMPLOYEE PERSONAL INFORMATION

After the decision is made, HR inputs all information of employees to the HRIS system,
including their personal information, their login names and ID and passwords to the
system, their permissions, etc.

EMPLOYEE EMPLOYMENT INFORMATION

Here in this section provides both the HR and employees with most of their
employment information. Both HR and employees can access this information's such
as when the applicants were hired, the job period, benefits, direct deposits, leave
balances, etc.

2.3.2 PERFORMANCE APPRAISAL WORKFLOW

Digital inspire believes that good performance appraisals are the foundation of successful
performance management after recruitment and selection.

FIGURE 2. PERFORMANCE APPRAISAL WORKFLOW

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The Performance Appraisal workflow of our organization begins with the Select
appraisal method, and then the following stages are Evaluators Selection, Evaluation
Form, Final Result. Here also each of the functions includes several multi-functions.

1| SELECTING APPRAISAL METHOD

The organization's goals determine the best assessment approach or form. Digital
inspire normally prefers to use a variety of methods and types rather than just one. But
the appraisal methods we mostly use are:

360 DEGREE APPRAISAL

In some cases, we use 360-degree feedback to extend the assessment to anyone with
whom an employee interacts. The 360-degree assessment will provide us with the
most accurate picture of the person and their success at work. However, when using a
360- degree format, a group of people must spend a considerable amount of time
evaluating one person.

GRAPHIC RATING SCALE

The graphic rating scale form is most likely the most widely used form during a
structured performance assessment (primarily for evaluative decisions), but it can also
contribute to development decisions. Our HR simply assigns a rating to each
employee's performance on a scale of outstanding, decent, average, reasonable, and
bad. A numerical scale, such as from level 1 (lowest performance level) to level 5
(highest performance level), is often used on the spectrum (highest). Some of us simply
go down the list, reviewing the same ranking regardless of actual results on the
products, based on our prejudices.

MANAGEMENT BY OBJECTIVES (MBO)

MBO is not widely used as the sole evaluation tool in organizations. It is most widely
used during the implementation part of the performance evaluation based on the
evaluative assessment. Even though different employees will have different personal
objectives, making MBO more complex and time-consuming than using a standard
appraisal form, we can still effectively use the MBO approach for our employees if we
stick to the process include them in it.

BEHAVIORALLY ANCHORED RATING SCALE

BARS eliminates subjectivity by including a detailed overview of the performance
(required behaviors) for each rating along the spectrum, rather than just one term
(excellent, fine, etc.) as graphic rating scales do. However, the graphic rating scale can
be used for various jobs, but BARS must be customized to each task along with effort,
and expertise to create hundreds of different BARS types. So, we mostly use the
graphic scale instead.

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2 | SELECTING EVALUATORS
At Digital Inspire, we are very flexible in this regard. Here performance appraisals occur
in two ways - informally and systematically. According to the tasks performed by our
employees, we let them evaluate themselves informally by providing a self-evaluating
form also by peers and supervisors. On the contrary, subordinates and supervisors
mostly do systematic appraisals to determine employees' prospects and career
directions, and existing training and development needs.

EVALUATION FORM
For our company's performance appraisal program, creating a great performance
evaluation form is crucial. It specifies the criteria in which employees are being
evaluated and questions such as input on previous, present, and future performance
goals.

3 | FINAL RESULT
This is the final stage, the output. Here, based on the performance rating of all
employees for the period, the outcomes of the performance appraisal considered as
Good and Bad outcomes.

GOOD OUTCOMES
For good outcomes, compensations and promotions decisions are made by the HR
and the directors.

BAD OUTCOMES
Termination is the result of bad outcomes. At Digital Inspire, terminating an employee is
a serious matter that can only be undertaken after consulting with HR and ensuring that
the decision is made without prejudice. Two of the more common situations in which we
might immediately dismiss employees would be in cases of gross negligence or serious
misconduct. As sometimes, it becomes necessary to take the step to maintain the
company culture and environment.

TRAINING AND DEVELOPMENT

Performance appraisals at Digital Inspire are designed to provide employees with
positive and actionable feedback that they can use to develop and succeed in their
jobs. Based on the feedback, we identify training and development needs for our
employees at all levels.

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 2.3.2 PAYROLL MANAGEMENT WORKFLOW
At Digital Inspire, payroll management workflow standardizes and centralizes common
processes to ensure that they are delivered consistently and efficiently while also
considering our unique payroll needs.

FIGURE 3. PERFORMANCE APPRAISAL WORKFLOW

Here in figure 3, It is shown how the Payroll management workflow will work together
based on the performance of the employees and the Client's feedback. It begins with
the Client's data entry, and then the following stages are Check Past Employee Data,
Initiate Past Payroll Process, Salary Pay Slips, Salary to Bank Payment. Each of the
functions includes several multi-functions. Payroll is the most challenging management
job at Digital Inspire, according to our HR department. As a result, we've done our best to
design a payroll management system that's simple to understand and will help our HR gain
confidence in processing payroll.

1 | INPUT FROM CLIENT

In our system, each employee's payment information can be entered manually by
clients when their work is done. Thus, it also saves our time. At this stage, the system
needs a collection of credentials to authenticate the employees. Employee login
information is usually comprised of a username and password. Other details, such as a PIN
or a passcode, may be included in a login.

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 2 | CHECK PAST EMPLOYEE DATA
At Digital Inspire, Employee records in our HRIS system are confidential. That’s why, no
one can access them other than the Employee, HR, and relevant payroll staff. However, we
made sure copies of an employee's records available at the request of an employee or
former employee.

SALARY HISTORY
All of the following are included in salary history: The Employee's rate of pay, as well as the
gross and net amounts charged, as well as any deductions from the gross sum, as well as
the particulars of any incentive-based benefit, bonus, loading, penalty rate, or other
monetary allowance or separately identifiable entitlement paid.

3 | INITIATE PAYROLL PROCESS

The first step of the payroll process is to run payroll and client approval.

PAYROLL RUN
The system we designed that makes running payroll easy can do it in under a minute.
The system keeps track of when our employees' wages are about to be paid. It will
always correspond to a specific Pay Period, which our HR will decide when payroll is
formed.

CLIENT APPROVAL
After processing the payroll run in the system, it is sent for the Client's approval.

4 | SALARY PAY SLIPS

Digital Inspire ensures salary payslips are generated at the end of each pay cycle and
distributed to the employees. We publish the salary slips through online portals called
employee self-service. In addition, it contains all the pay-related information of employees
such as Tax deduction, provident fund, and insurance.

5 | SALARY TO BANK PAYMENT

Paying with the check is inconvenient these days since they take a long time to reach an
employee's bank account. Digital Inspire pays salary through automatic bank transfers.

 We also keep track of each employee's bank transfer details. In addition, each
bank has its own "excel format" to work with HRIS.
 HR enters the necessary information into an excel spreadsheet and logs in to the
account from which the transfer will be made.
 Digital Inspire provides the best payroll helpdesk approach, with a forum for
efficient query management and resolution.

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 3. IMPLEMENTATION AND USAGE

3.1 DESIGNING JOB RECRUITMENT AND INTERVIEW

STEP 1
1.1 To generate a Vacancy Template, there are options available in our HRIS system. By going through this
1.2 There are multiple options available in the job vacancy such as Template Name,
Description, Vacancy, Job Title, Location, Hiring Manager, Number of Positions.

Here we can see, we are generating a Vacancy template for Business Manager- Advertising,
So we added the template as Social Media Marketing, Location as Dhaka Regional HQ,
Hiring Manager as Nahin Ibn Zaman.

STEP 2

2.1 There is an option available for Job Posting. Through our HRIS system, we can
advertise our job vacancies to our candidates. Here we can see, a window is available
for the job posting as we are looking for a Business Manager- Advertising. We are
posting a Job Description through our HRIS system.

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STEP 3
3.1 We have a workflow linked with the vacancy template in our HRIS system. There
we can design the whole process for employee selection for the company. Our process
begins with Application Received. Here we assigned Riya Chakma as Stage Coordinator
for the Application Screening stage. Ms. Riya will be screening the employee’s
Application Form and Resume.

3.2 The next stage of employee selection is Shortlisted. Here we appointed Shirshendu
Dey as this stage coordinator. After the screening process, if the employees fulfill all the
criteria per our preference, Mr. Shirshendu will shortlist the employees.

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3.3 Here, we can see Ayon Saha is appointed as an Interviewer for the candidates. Here
we can see, more options are available in our HRIS system, such as Interview Name,
Interview Type, Test Overcome. So. Mr. Ayon will interview the candidates who are selected
for Shortlisted.

3.4 Here, we can see, Nahin Ibn Zaman is assigned as Hiring Manager in this stage.
So, If the employee complies with all our preferences, Mr. Nahin will offer the job
opportunity to the potential candidate.

3.5 So, if the employee accepts the job offer from Digital Inspire, then the employee
will be chosen as Hired.

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STEP 4
4.1 The next process is to take interviews through our HRIS system,
so we need to set up multiple questions in our Question Pool to take
interviews. So, this option is already available in our HRIS system.

4.2 By going through the Add option, we can see a pop-up window is opening with
several options such as Competency, Question, Difficulty, Question Directed to, Answer
Guide.

Here we can see, we have added Business and Industry Knowledge questions in our HRIS
directory. There are sample questions provided in the picture below. The difficulty level can
be set from 1 to 5. Here we set 3 as it is average. This question will be directed to the
Candidate.

4.3 Here, we can see the other sample questions in the Question Pool in our HRIS
system, used in our Interview to assess candidates.

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STEP 5
5.1 If we want to design our Interview templates, there are
options available in our HRIS system.

5.2 By going through the option, we can see there are several
options available such as Interview Template Details, Interview
Outcome, Maximum Score, Competency Name, Competency Weight,

Here we can see, we input the template details as Business

Manager-Advertising, Interview questions will be based on 100
Marks Numeric Score, and lastly, we added a sample job description on our HRIS
directory.

5.3 Here we can see we added Business and Industry Knowledge as a Competency, as we
thought our Business Manager – Advertising should have the knowledge and experience on
the industry. So we set the competency weight 100 out of 100. Another system's option
available is Intelligent Auto Generation of Question, which will generate questions from our
HRIS directory based on the specific job descriptions.

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3.2 RECRUITMENT AND SELECTION PROCESS
STEP 1

1.1 We need to create a job

vacancy in our HRIS software. We
need to find out for which position
do we need an employee. So, we
need to mention the Vacancy and
Job Title. Here we are looking for a
Business manager- Advertising for
our company. Then we need to
select the Location for which country
we will appoint that employee. Here
we choose Dhaka Regional HQ as
the Location. And we choose Sub
Unit for that designation
as Graphic Design Team. For the Hiring manager, we have chosen two experienced
managers of ours. Lastly, we mentioned how many employees do we need to fill up the
Vacancy. Lastly, we required two things: "Request Consent to Keep Candidate Data for Later
Processing" and "Resume Required."

Here we can see the Vacancy for the Business Manager-Advertisement showing in our
vacancy list with all the information.

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STEP 2
2.1 After the vacancy announcement, we can see the candidates who can apply for
that vacancy post. For example, we can see a candidate named "Zawad Shahriyar
Khan" applied for that vacancy post.

2.2 When we went to the applicant's tab, we can see all the details that an applicant
provided. For example, we can see the applicant's name, Email, Contact Number, Date of
Application, and other social site information.

2.3 After that, we can see his Application

Form by downloading his application form
from the section in the upper right tab. Then
we can see the applicant's form.

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2.4 After that, we can see his Resume by
went into the resume section. By downloading
his Resume from the resume section. Then we
can see the applicant's Resume.

STEP 3
3.1 Based on the applicant's profile and
assessing their Resume, our HR
(Recruitment) will decide what will be the
next action. For example, an applicant may
shortlist for an interview or hire initially or
reject if his profile doesn't fulfill our criteria.

3.2 In this case, we hired this applicant immediately. That's why we choose the Hired
option. Then we will save that record in our HRIS system.

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STEP 4
4.1 After the selection process, we
will input our new employee's
record in our HRIS system. We will
input all the details such as his/her
Name, Employee ID, Location, Login
Details, including the Supervisor
Role and Admin Role.

4.2 The next process will be to input all the personal details in our HRIS system such as
Date of Birth, Marital Status, Gender, Nationality, Driving License Number, License Expiry
Date, Nickname, Blood Group, Hobbies, etc.

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4.3 On the last page, we will record all the data regarding the joining information in our
HRIS system such as Joined Date, Date of Permanency, Job Title, Employment Status, Job
Specification, Job Category, Sub Unit, Cost center, Work Shift, Pay policy, Date of Effective,
Further Comments, region, Temporary Department, etc.

4.4 After saving all the inputs in our HRIS system, we can finally see our new employee's
name in our HRIS Dashboard. In the Employee List, we can see that the applicant's
Employee Id, Name, Job Title (Business Manager), and his Employment Status (Full- Time
Permanent) with Location and Cost Center (Marketing).

So, this was the whole recruitment process in our organization, where we recruit and select
employees through our HRIS system.

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3.3 PERFORMANCE APPRAISAL
STEP 1
1.1 In our HRIS system, if we want to evaluate our employee's
performance, we will go through the tab Performance. Although
in there, we can see there are several Tabs, we will choose the
Appraisal option in there and configure it according to our
preference.

1.2 There in the appraisal configuration, we can see there are several options
available. We can see we can manually enable the option which people can allow us to
evaluate our employees through our HRIS system. Here we allowed Self, Supervisors,
Peers to evaluate our employees.

1.3 In the appraisal list, we can see the employees who are already assigned to
evaluate by others.

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STEP 2
2.1 If we want to evaluate a new employee to assess the performance or promotion
purpose, we can simply use the Add appraisal option in our HRIS system to complete
our appraisal process. For example, we add one of our employees, Mr. Shabab S.
Haque, to our appraisal list. Here we include Employee name, Descriptions, Appraisal
Cycle, Template, Date of Appraisals.

2.2 Then, we can further add the Main Evaluator, Supervisors, Peers in our HRIS directory
to evaluate Mr. Shabab S Haque. Even we can allow Mr. Shabab to evaluate himself
through our HRIS system by enabling the Self option.

2.3 Now, we can see Mr. Shabab's name on the Employee Appraisals list.

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STEP 3
3.1 As a main evaluator, I can get the option to evaluate Shabab S Haque. Here we
can see a preview of the evaluation form.

3.2 Here, we can see the options that other evaluators given the output in the
evaluation form.
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STEP 4
4.1 Here in our HRIS system, we evaluate our
employees through Company-Wide Competencies
based on the Spirit of Progress and Team Spirit. A 1 to
5 Rating Scale measures our evaluation rating scales.

4.2 Spirit of Progress includes:

 Decision-Making Analysis
For example: Here our Employee Mr. Shabab got
4.5 out of 5
 Financial Competence
For example: Here our Employee Mr. Shabab got
4.5 out of 5
 Influence Negotiating
For example: Here our Employee Mr. Shabab got
4.5 out of 5
 Lead Generation, Qualifying Assessment
For example: Here our Employee Mr. Shabab
got 5 out of 5
 Relationship Building, Coordinating, Customer
Service Orientation, Client Relations
For example: Here our Employee Mr. Shabab
got 5 out of 5
 Sales Orientation, Gaining Commitment,
Overcomes Resistance
For example: Here our Employee Mr. Shabab
got 5 out of 5

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4.3 Team spirit includes:

 Diversity Awareness Sensitivity

For example: Here our Employee
Mr. Shabab got 4.5 out of 5
 Relationships, Organization Culture
Cooperation
For example: Here our Employee
Mr. Shabab got 4.5 out of 5
 Speaking, Listening, English Language
Proficiency
For example: Here our Employee
Mr. Shabab got 5 out of 5

4.4 After the rating scale options of the evaluation form, there are two questions.
Those are:

 Does this employee exhibit leadership quality in the roles he plays in

the company?
 Does this employee appear to be motivated by his work-related tasks, job,
and relationships?

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4.5 Here, our evaluation process end with a potential assessment question.

 What is the potential job level the individual is capable of

attaining? There are three options available. Those are:
 Limited to current role only or possible bad fit
 Good fit at the current level, lateral move, or upward 1 level
 Highly capable of attaining higher roles, upward mobility more than 1
level

4.6 After choosing one option from those three options. The last thing we have to do
that submit the records. Then the record will be submitted to our HRIS directory and
ready for the final appraisal results

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STEP 5
5.1 There is an option to download the complete appraisal form in a PDF/Docx format
by downloading it in our HRIS system.

5.2 Here, we can see the complete appraisal form of Mr. Shabab S Haque. We can
review each piece of information provided in the form. The first page contains all the
job-related information of employees.

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The second page contains all the information regarding the employees' final output of
appraisal.

5.3 So here we can see that our Assistant

HR manager Mr. Shabab S Haque, got
4.70 out of 5 in his performance appraisal.
This is an excellent result for an individual
employee, and it reflects that Mr. Shabab is
ready to appoint to a higher position in our
organization.

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STEP 6
6.1 So, to promote an employee, we have to go to Employee Details in our HRIS
system and change the employee's job title. Here we can see that our Employee Mr.
Shabab was an Assistant HR manager before his performance Appraisal.

6.2 So when we change the employee's job title, a pop-up window will open up and be
listed with several options. Those are Error correction, Joined, Location Changed,
Other, Promoted. Here we can see that we appointed Mr. Shabab S Haque from
Assistant HR manager to
Global HR manager
and selected the
promoted option
because he was
promoted from a
lower position to a
higher position for his
excellent performance
over the days within
the organization.

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STEP 7
7.1 So the Employee who got a very poor appraisal score (Below <2) is either sent to
Training or Development programs or are sent for termination in our HRIS system. So,
here we can see that a freelancer CA
of our organization Mr.
Michael Manson got a very
poor score of 1.35 out of 5.
And after several pieces of
training sessions, he failed to
prove his competency and
improve his performance.

7.2 So, we decided to terminate him through our HRIS system. So, we went through our
Employee Details in our HRIS records then go to the Job section, where we can see the
Terminate Employment option to select that option.

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7.3 After selecting the Terminate
Employment option, a pop window
appears in our HRIS system, including
the options such as Reason*, Date, and
Extra Note. Here we can see Mr.
Manson is dismissed from the
organization for his poor performance
over the years.

7.4 After confirming the Terminate process, we can see in the Dashboard of our HRIS
system that our Employee Mr. Manson is Terminated on Sat 24th April 2021. And there
is an option of the Activate Employment right beside it, So if we further review the
decision for termination and try to appoint him again. Selecting the Activate
Employment will allow us to reappoint the employee in our HRIS system.

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STEP 8
8.1 Through our HRIS system, we can further Review and Appraisal the
employee progress. There is an option available in our system, which is
Review and Appraisal Progress.

8.2 After going through the review and appraisal process, we can see several options
available to check the employee's appraisal progress, such as employee's name, Appraisal
Status, Evaluators’ Name, Location, Appraisal Period, Review Status, and Appraisal Cycle.
Through this, we can review our individual Employees' appraisal progress. For example,
now we are inputting one of our employees' data to review his appraisal progress.

8.3 Here, we can see the appraisal progress of our employees. Appraisal progress's
pie chart data shows 100% progress from the Supervisors' end. However, the Main
Evaluators Pie Chart is still showing In Progress. It illustrates that his performance
appraisal is fully Initiated and completed by Supervisors and Peers though it is still in
Progress from the Main evaluator's end.

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STEP 9
9.1 We can monitor each employee's performance profile
through our HRIS system. In addition, there is an option
available in our HRIS system, Competency Profile, for checking
individual profiles, which illustrates the employees'
performance profile.

9.2 After going through that option, we want to see our Employee Shabab's
performance profile. Here we can see that Shabab got an outstanding profile by
achieving between 4.5- 5 points among all the criteria.

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 STEP 10
10.1 We can also compare each employee's performance progress over the years through our HRIS system. Th

10.2 After going through the option, we can see the performance rating of one of our
Global HR managers Ms. White. The figure below showed us her performance rating
and comparison between the years 2020 and 2019. Here we can see that Ms. White has
performed a brilliant job in 2020 compared to 2019. Her ratings are increased, even
she managed to earn more ratings in several new fields.

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3.4 TRAINING AND DEVELOPMENT
Employees who achieved a poor outcome in performance appraisal or performing very
bad over time, Digital Inspire may assign them for Training and Development Session

STEP 1
1.1 To train our employees, we have to generate training
courses and sessions through our HRIS system. We can see
other options such as Courses, Sessions, and Reports are
available in the Training option.

1.2 In the Course section, there are options available to assign a

new course for the employee to develop their skills. Through the Add Course, we can
add the training course-related information such as Title, Coordinator Name (Who will
look after the training course), Submit (Which Department will review the outcome),
Currency and Cost (Budgeting for the entire training course), Descriptions, Company
(Which Academy Will Teach The Whole Course), Duration (Time assigned for per
session)

For example, here we can see Digital Inspire is creating a new training course for their
employees based on Customer Care and Client Communication Skills. Nahin Ibn Zaman
was assigned as the main coordinator. Our Technical Support Team will coordinate the
whole training session. The cost budgeted for this course is 50000 Bangladeshi Taka, and
The Knowledge Academy will operate this course as a Teaching Organization. There are
several descriptions mentioned below.

1.3 Here we can see the new course assigned for the employees is available in the
training courses list.
64 | P a g e
STEP 2
2.1 We can create sessions based on our assigned courses. Here we can see there is
options available Name (Session Name), Course (Session based on The Course),
Duration, Delivery Method (How the session will be conducted), Delivery Location
(From where the session will be conducted), Status (Current scenario of the session),
and Descriptions.

2.2 For example, here we can see Digital Inspire is creating a new session, which is
Employee Orientation for their employees based on Customer Care and Client
Communication Skills. The session will be starting on Tue, 04 May 2021, in our Digital Inspire
Gulshan Head office through the classroom.

STEP 3
3.1 There are options
available to Add Trainers.
Trainers will be from the top
management of Digital Inspire.

3.2 Here, we can see, we added Nahin Ibn Zaman as a Trainer for the training session.
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STEP 4
4.1 There are options available to Add
Participants. We can choose the
participants from the employees who got
a poor outcome in performance appraisal
or need training for further development.

4.2 For example, Here we are adding one of our employees Zawad Shahriyar Khan for
training. There are also options available for adding Multiple Participants.

4.3 Here, we can see, there are multiple

participants added for a training session. We can
see all the participant's names in our participant
list.

4.4 If any employee's name is mistakenly added to

our training participant list. There are options available
to remove them from our HRIS directory. We can
select their name then delete their entries from that list.

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STEP 5
5.1 From the participants report list, and we can review all our training participants'
scenarios in one window through our HRIS system. Here we can see the participants Name,
Participation Status (Participated or not participated), Session rating (Worse, Bad, Average,
Good, Excellent), Session Name, Duration, Delivery Method (Classroom, Self-Study,
WebEx), Session Status (Scheduled, Pending Approval, Completed, Cancelled), Course
Title.

5.2 From the Trainer Session report list, we can review all our training participants'
scenarios in one window through our HRIS system. Here we can see the Trainers Name,
Session Status (Completed or Not Completed), Session rating (Worse, Bad, Average, Good,
Excellent), Session Name, Duration, Delivery Method (Classroom, Self-Study, WebEx),
Session Status (Scheduled, Pending Approval, Completed, Cancelled), Course Title.

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5.3 In our HRIS system, there are options available to download the Training report
and Participation report through the PDF or Excel File.

5.4 Here, we can see that we can manually check and review all the Progress towards
each training session after downloading the reports.

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 3.5 SUCCESSION PLANNING AND DEVELOPMENT

STEP 1
1.1 There is an option for each employee’s Succession within our organization. In addition, there is an option

For example, we can see, The option Individual Development Plan (IDP) for. As we
previously promoted Mr. Shabab for Global HR Manager. So higher position needs high
responsibilities, and So, he can handle all the pressure and challenges. That’s why we
choose Mr. Shabab for employee succession.

1.2 By going through this option, we can see several options of Development Plan Details
such as IDP Name, Coach, Status, Initiate Date.

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1.3 Here, we can see all the Development Goals of Mr. Shabab. We can see the Goals he
already achieved for his Current Role as Assistant HR Manager; the goals he needs to be
achieved for his Future Role as Global HR Manager. Also, we can see the goals for his
general purpose. For example, we can see that Mr. Shabab already accomplished his
Payroll, Compensation, Planning, and Benchmarking on 21 April. There is another goal
pending for his future role is Labor Laws (FLSA, FMLA).

1.4 By going through the option, we can add

more development goals for the employee
through our HRIS system.

1.5 Here, we can see that another pop-up window shows several options for new
goals such as Goal Name, Level, Parent Goal, Due Date, Assigned to, Status,
Evaluators Group, and the completion Percentage. Here we are adding Retirement Plan
Administration as a new goal for Mr. Shabab as he is now a Global HR Manager. So,
It’s a vital responsibility to accomplish these goals.

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1.6 Then, after inputting all the details of new development goals in our HRIS
directory. We will be going through the Initiate option. This is the way we will initiate our
specific employees’ Individual Development Plan through our HRIS system.

1.7 After the initiating process, by going through the employees' list in our HRIS
system, those are appointed for Individual development plans, we can see their names
listed in our HRIS directory. So, for example, we can see Mr. Shabab’s name in the list,
who was appointed for multiple development goals for his future role.

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STEP 2
2.1 To review each employee's Development Progress, there is an option named 9 Box
Matrix in our HRIS system. Here we can see the options is available.

2.2 So the first thing we have to do is configuring the 9 Box Matrix in our HRIS system
based on the criteria we are selected to categorize the employee. Here going through
the Configuration, we can see a pop-up window appear with multiple options such as
Enable
9 Box Matrix Configuration, Employer Potential Assessment Question, 9 Box Potential
Category Answer Options.

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2.3 Now, we will go through the 9 Box Matrix option through
our HRIS system to monitor the individual employee’s
development.

2.4 By going through that option here, we can see the whole 9 Box matrix. Where we can
see, employees are categorized based on their development progress. We can see that
employees are categorized based on several criteria and a 5-point scale measure. Each
section is named based on the overall rating and progress. Those sections are: Star,
Growth Employee, Enigma, High Impact Contributor, Core Employees, Assess, Trusted
Professional, Effective Employee, Under Performer.

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2.5 In this picture, we can see the employees who are in the category Star. There are
three employees in this section. We can see each employee achieved above (>4) score
in their progress. That’s why they are categorized as Star employees in Digital Inspire.
Employees in Star box are the best performer and most potential employees of our
organization.

2.6 Here, we can see the Core Employees. Employees categorize in this section are
the individuals who got Moderate Ratings in their progress. As we can see, they are
achieving between 2.50 -3.00 rating. So, they are moderate employees and trying to
improve their performance in Digital Inspire.

2.7 Here, we can see Underperformer Employees. Employees categorize in this section
are the individuals who got Poor ratings in their progress. As we can see, they are
achieving below 1 rating. Therefore, they are the bad performer employees in Digital
Inspire.

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3.6 ATTENDANCE AND EMPLOYEE ACTIVITY TRACKING

STEP 1
1.1 There is an option to check our employee's Attendance
and monitor their activities through our HRIS system. By going
through the Punch In/Out option, we can monitor when the
employee started their activity by punching their RFID into the
punch machine.

1.2 Here we can see one

of our employees Ms. White
Punch-In Inactivity and the
Time Details.

1.3 Here we can see one

of our employees, Ms.
White Punch-Out activities
and the Time Details.

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STEP 2
2.1 If any employee forgot to bring his/her RFID or lost his/her
RFID, there is an option for Manual Entry in our HRIS system. We
go through the Employee records and input the attendance entry into
our HRIS system.

2.2 For example, One of our employees Nahin Ibn Zaman, forgot to bring his RFID
into the workplace, So he needs to input his Attendance Data by the Manual Entry
through our HRIS system. Here we can see an option available +Add to input the
Punch In and Punch-Out the data manually.

2.3 Here, we can see several options available to input the Punch In data such as
Date, Time, Time zone, Note. For example, our employee Mr. Nahin came to the office at
15:30, so we manually input the data as he joined and added a note that “He forgot to
bring his RFID.”

2.4 As we can see, we did the same when he is leaving the office. We manually input the
data for Punch-Out, the same as before.

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2.5 Here, we can see all the information regarding Punch In and Punch out of Mr. Nahin in
our HRIS system, which is manually inputted in our HRIS directory.

2.6 End of any workday, after all the auto and manual attendance records, Punch in and
Punch out Data into our HRIS system. Now, we can see all the Attendance data available in
Employee Records.

For example, now we can see all the Employee's attendance record in our HRIS system,
Here we can see options such as Employee ID, Employee Name, Punch In-Punch Out Time,
Duration of Job Period.

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 Step 3
3.1 There is an option available in our HRIS system to check the
Monthly Attendance Report of our employees.

3.2 By going through that option, we can see several employee’s monthly attendance
records showing in our HRIS record.

3.3 There is a Download option

available in our HRIS system to
download all the employee
monthly attendance records in an
EXCEL file.

3.4 Here, by downloading the. CSV file, we can get the Excel file of the whole monthly
attendance report of employees of Digital Inspire.

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3.7 LEAVE MANAGEMENT

STEP 1
1.1 From our Home Dashboard
in our HRIS system, we can see
all the employees in an Employee
Leave on the current working day.

1.2 There are also options

available in our HRIS system
to take actions regarding the
Approval of Leave Requests
and Timesheets. By going
through that options, we can
either approve their
application or reject it based on the applicant's reason.

1.3 There is another window

available in our dashboard.
This window contains several
quick accesses such as Assign
Leave, Leave List, Leave
Calendar, Timesheets. So, from
here, we will explain each of
the options available in this
window.

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 STEP 2
2.1 By going through the option Assign Leave, we can assign employees for leave based on various leave charac

There are several options available in this dashboard, such as Employee Name, Leave Type,
Duration, Comment, Nominee.

For example, here we can see, we assigned our employee Mr. Shirshendu for a leave
which we called Work From Home. As Corona's pandemic situations are not good, he
is assigned to work from home, and the leave duration will be for one month from 17
May 2021. Furthermore, we selected Riya Chakma for his Nominee, as several official
jobs were done by Shirshendu so that Ms. Riya will handle those issues in the absence
of Mr. Shirshendu.

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2.2 There is an option available in our HRIS system for assigning Bulk
Employees for leave.

2.3 By going through the Bulk Assign, we can see several options such as Leave Type,
Duration, Partial Days, Comment, Employee Selection based on Location, Subunit.

We can see we assigned bulk employees for the Eid UI Fitr Holidays in our Dhaka Regional
HQ, Bangladesh. So, through our HRIS system, we can easily assign the number of
employees based on various leave characteristics.

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 STEP 3
3.1 By going through the Leave list option, we can check our employees who are applied for leave.

3.2 By going through that option, we can see all the employees who are applied for
Leave application. So here we can see that several employees already applied for
leave through our HRIS system.

3.3 So from the Actions we can choose

to leave based on the employees to leave
reason. Here we can see there are
multiple options are available such as
Approve, Cancel, Reject.

Also, there are options right beside the

Actions section for adding any Comment.

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 STEP 4
4.1 There is an option in our HRIS Dashboard to check our employees' Leave Calendar.

4.2 By going through that option, we can see all the employee's leave days in our
HRIS calendar. So, for example, here we can see the employees who will be on leave
in May. This is the monthly leave calendar.

4.3 There is an option in the leave calendar to choose from Yearly, monthly, Weekly.
So, in this window, we can see the employees who are on leave this upcoming week.

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 STEP 5
5.1 There is an option in our HRIS dashboard to check and approve the Timesheets of our Employees.

5.2 By going through this option, we can see several employees already applied for
new timesheets in our Employee Timesheets through our HRIS system. So now we will
review their Timesheets.

5.3 Here, we can see one of our Freelancers, Ms. Huq is applied for a new Timesheet. So,
we will consider her timesheet based on her activities over time.

Here we can see her Timesheet Status is Submitted. She applied for a timesheet for about
13 Hour including Weekends, holidays. Also, we can see several activities done by her in
multiple projects. So, we can see she is pretty active in several projects.

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5.4 So, as we can see, Ms. Huq’s
overall activities have complied with
our policies, and she made good
progress in multiple projects, so we
are deciding to approve her
Timesheet.

As here, we can see there are options available such as Approve, Reject. So, we will
approve the timesheet.

5.5 After approving her Timesheet, there is an option available for further comment.
So, here we added a little comment about the Confirmation of the timesheet.

5.6 After approving Ms. Huq’s timesheet, here we can see the status changed from
Submitted to Approved. So, this is the whole process of approving timesheets from our
employees through our HRIS system.

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 3.8 PAYROLL MANAGEMENT

STEP 1
1.1 In the Admin module, admin users can add the Pay grades as shown below.

Navigate to Admin -> Job -> Pay Grades.

1.2 Select the ‘Add' option. The Add Pay Grade

screen looks like this. Give the Pay Grade a
name and click ‘Save.' The new Pay Grade will
be added to the list of available options.

1.3 Select the ‘Edit button for the new pay grade we created. The Edit Pay Grade
Screen would look like this.

1.4 Select ‘Assign Currency.' The Add Currency Screen will

be displayed. Fill in the blanks on the screen with your
information. For example, if salaries are paid in different
currencies for different countries, multiple currencies can be
added.

STEP 2

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2.1 We can activate the Cost Centre through our HRIS system. To learn how to enable
Cost Center, click on the following link. Then, from the "General Information" section,
select the "Cost Center Enabled" checkbox and click "SAVE."

Navigate to Administration > Organization > Cost Centers. The ‘Cost Centers' screen
appears next.

2.2 Click the ‘Add' button in the upper right-hand

corner of the ‘Cost Centers' screen. The ‘Add Cost
Centre' screen looks like this.

2.3 Enter a ‘Cost Center ID' number, a ‘Name,' and a ‘Description' before clicking ‘Save.'
The user must enter a ‘Cost Center ID' number and a ‘Name'; otherwise, the system will
not allow them to save. The user can also edit the previously created cost center by
clicking the button on the left side of the previously created cost center. The ‘Edit Cost
Center' screen looks like this.

The user can click ‘SAVE' after changing the

‘Cost Centre ID,' ‘Name,' or ‘Description.'

STEP 3

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3.1 To access the list of salary components, navigate to Admin > Job > Salary
Components from the Main Menu. To see how the salary components are displayed in
the employee profile

3.2 Select the ‘Add' option. The Add Salary Component Screen will then appear. We
can provide our ensuing Eid bonus by
using this salary component. Click
the Save button.

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STEP 4

4.1 Payroll enables us to define unique payday for employees of different locations
and departments with different salary templates. In addition, payroll being more flexible
enables us to reschedule with the preferred frequency without manual interventions
automatically.

Payroll> Schedule pay run

4.2 We can define our fields to create the Pay Run report with the employees filtered
based on the required conditions. Navigation – payroll>Pay run report> create

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 4. IMPLICATION AND CONCLUSION

4.1 LIMITATION OF OUR HRIS SYSTEM

Infrastructure has been the biggest roadblock to Digital Inspire's expansion in Bangladesh
so far. The most difficult aspect of expanding digital marketing companies is getting all of
the various players in the ecosystem to collaborate. On the other hand, protection and
security are significant concerns. As the digital revolution takes hold, each competitor is
doing all they can to remain one step ahead of the competition, or at the very least, keep
up with it just like us. It is bit difficult to keep up with our customers' needs because they
can use many digital platforms and a range of devices that use various protocols,
standards, and interfaces – and they communicate with those devices in different ways and
for different purposes.

With time, the money issue has persisted, and we continue to struggle to secure
adequate funding for our projects. It is not easy to allocate a budget because we're a
B2B brand. After conducting a thorough investigation, we discovered that much of this
is due to the lack of a consistent route from a dollar invested to revenue and acquisition
and maintenance costs with every device. There is an issue with larger installations as
well.

HERE IS THE BREAKDOWN OF OUR LIMITATIONS

 There will be a chance of human error while inputting information; It is possible

that any of our employees can make mistakes while doing data entry.
 HRIS needs costly technology to update our system.
 There will be a need for human resources to support malfunctions and
incomplete applications that mean extra HR support will cost us more.
 It is not easy to assess a qualified specialist with human resources functional area
knowledge.
 No matter how much secured it is, there will always be a question of error like
unauthorized access might happen when it comes to software.

The HRIS system that plays the most important part in running our agency requires a
Specialized Knowledge expert to maintain it. For a startup like us, the cost may be
prohibitively expensive

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4.2 RECOMMENDATIONS BASED ON OUR HRIS SYSTEM

For Digital Inspire, the future has just begun, and if we continue to grow like this, we
have hope that we will be one of the leaders in the coming years. We must develop
innovative services to ensure that our organization stands out from our rivals with our
work because there are many competitors in the industry. To overcome the limitations,
we have come up with some suggestions from both our clients and employees. They
are-

 Our agency's data entry experts have a difficult job because they deal with many
data daily. Furthermore, they are constantly under pressure to complete their
work as soon as possible. As a result, there's a greater risk of inaccuracies in
data entry. To reduce that human error, we need to ensure the work is double-
checked.
 In our day-to-day operations, Digital Inspire relies entirely on computers and
other forms of technology. As a result, our company could lose revenue, harm
consumer relationships, and lose much money in a cybercrime incident if we
make one bad technology decision. As a result, we cannot afford to be careless
or ignorant with our HRIS system, although updating it requires expensive
technology. That is why we need to develop our software for the long run.
 It can be difficult to prevent system malfunction and insufficiency of applications.
Malfunctions may occur by various issues, ranging from insufficient testing to
messy code to a lack of coordination or incomplete requirements documents. As
a result, we must increase the use of automated exception monitoring and
reporting tools.
 Digital Inspire does not want to hire foreigners as the hiring process is not easy.
However, since there is a high risk for our company to face losses due to a lack
of specialized and qualified employees, we must have a training program activity,
despite being very costly.
 As unauthorized access incidents account for nearly half of all security incidents,
we need to employ trained system administrators who can set up notifications to
warn us when an unauthorized access attempt is made. While backing up our
hard drives will not prevent unauthorized access, it will be extremely useful if a
hacker erases any of our system's data.

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4.3 CONCLUSION

Digital Inspire, a digital marketing agency providing marketing services for online
businesses, has various online industry opportunities. As the e-commerce business is
booming in Bangladesh, there are high opportunities for stakeholders like Digital Inspire
to contribute to the online industry. However, our report emphasizes HRIS software;
therefore, as Digital Inspire promotes technology in the working process,s their HR
employees have developed anadHRIS software called Orange HR software. As a
result, all the activities of HR are done on Orange HR software which makes the HR
department easier and flexible in the working process. Moreover, the system design to
provide all the HR activities through which employees can work and evaluate the
workflow of different activities gives more reliability and accuracy. The system is also
improvised by different guidelines which give new employees of Digital Inspire a
knowledge and idea to work.

Overall, the system brings in more benefits towards the HR activities of Digital Inspire
towards the working process, which brings a better HR output but the use of Orange
HR software brings in more costly, lack of knowledge and specialization, high chance of
unauthorized access.

Thus, we can say the adaptation of Orange HR software will bring in both advantage
and disadvantage, but as Digital Inspire promotes technology in the working process
will a high opportunity in the online industry; therefore, they should promote Orange HR
software to HR employees, and they should follow:

 EFFECTIVE COMMUNICATION

 PROPER DECISION MAKING

 PROPER LEADERSHIP STYLES

 ADAPT TOWARDS MODERN TECHNOLOGY AND SOCIAL RESPONSIVENESS

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 5. REFERENCES
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 Analyzen Bangladesh, 2021. Analyzen Bangladesh. [Online]

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 Clearview, 2020. What is an Effective Performance Management System? (2020 Guide).

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 Digital Vast, 2021. Digital Vast. [Online]

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 Hayes, A., 2021. Investopedia. [Online]

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 Orange HR Administrator, 2020. Orange HR. [Online]
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 Smackcoders, 2020. Smackcoders. [Online]

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 toppr, 2021. Managerial Functions of HR Manager. [Online]

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 Wolters Kluwers, 2021. Human Resources (HR) Budget. [Online]

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