“HRIS Practices in Bangladesh:

A Study on IFIC Bank Limited”

IFIC BANK LIMITED

“Your Satisfaction First”

Submitted To:

Dr. Md. Miraj Hossen

Associate Professor
Dept. of Management Studies
Jagannath University

Submitted By:

Md. Abu Walid, ID- 1270

Md. Shoriful Islam, ID- 1265
Md. Sujan Khan, ID- 1473
Shirin Akther, ID- 1247

Date of Submission: 28th February, 2022

Table of Contents
Declaration................................................................................................................................................17
Acknowledgement.....................................................................................................................................18
Executive Summary...................................................................................................................................19
List of Abbreviations..................................................................................................................................20
1.1 Introduction.........................................................................................................................................22
1.2 Origin of the Report.............................................................................................................................22
1.3 Objective of the Report.......................................................................................................................23
1.4 Limitations of the Report.....................................................................................................................23
1.5 Scope of the Report.............................................................................................................................23
2.1 Concepts and Definitions.....................................................................................................................25
2.2 Previous Studies in HRIS......................................................................................................................25
2.2.1 Impact of Use of HRIS in public sector organization.........................................................................26
2.2.2 Impact of HRIS on Performance of firms:.........................................................................................26
3.1 Methodology.......................................................................................................................................28
3.2 Data Sources........................................................................................................................................28
3.2.1 Primary Sources:...............................................................................................................................28
3.2.2 Secondary Sources:...........................................................................................................................28
4.1 Introducing IFIC Bank Limited..............................................................................................................30
4.2 Mission of IFIC Bank Limited................................................................................................................30
4.3 Vision of IFIC Bank Limited..................................................................................................................30
4.4 Core values of IFIC Bank Limited..........................................................................................................30
4.5 Goal of IFIC Bank Limited.....................................................................................................................30
4.5.1 Long Term Goal.................................................................................................................................30
4.5.2 Short Term Goal................................................................................................................................30
4.5.3 Strategic Priority and Objectives of IFIC Bank Limited......................................................................30
4.6 Human Resource Division (HRD):.........................................................................................................31
4.7 Management Structure Organization..................................................................................................31
4.8 Recruitment.........................................................................................................................................34
4.9 Recruitment Process............................................................................................................................34
4.10 Joining................................................................................................................................................34

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4.11 Annual Confidential Report (ACR)......................................................................................................35
4.12 Confirmation of Service.....................................................................................................................35
4.13 Leave Fare Assistant (LFA).................................................................................................................36
4.14 Leave.................................................................................................................................................36
4.14.1 Earn Leave......................................................................................................................................36
4.14.2 Maternity Leave..............................................................................................................................36
4.14.3 Casual Leave...................................................................................................................................36
4.15 Pay and Allowance.............................................................................................................................36
4.15.1 Kinds of Terminal Benefits..............................................................................................................36
4.15.2 Festival Bonus.................................................................................................................................36
4.15.3 Performance Bonus........................................................................................................................36
4.15.4 Annual Increment...........................................................................................................................37
4.15.6 Travel allowance and Daily Allowance............................................................................................37
4.16 Promotion..........................................................................................................................................37
4.17 Training..............................................................................................................................................37
4.18 Resignation........................................................................................................................................38
5.1 HRIS Feature........................................................................................................................................40
5.1.1 Performance of HRIS software..........................................................................................................40
5.1.2 Personal Directory of Employee.......................................................................................................40
5.1.3 Time Attendance..............................................................................................................................40
5.1.4 Leave Management..........................................................................................................................40
5.1.5 Payroll management.........................................................................................................................40
5.2 IT Support............................................................................................................................................40
5.3 Banking Operation...............................................................................................................................40
5.4 Back Office Automation.......................................................................................................................40
5.5 Human Resource Information System of IFIC Bank.............................................................................41
5.5.1 Log on to Orbits................................................................................................................................41
5.5.2 Main Menu.......................................................................................................................................41
5.5.3 System Module.................................................................................................................................41
5.5.4 Employee Basic Information Form....................................................................................................41
5.5.5 Personnel Information Form.............................................................................................................42
5.5.6 Compensation Information From.....................................................................................................42
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5.5.7 Leave Information Form (orbit)........................................................................................................42
5.5.8 Dependent Information Form...........................................................................................................42
5.5.9 Training Information Form................................................................................................................42
5.5.10 Promotion/ Increment and Other Changes....................................................................................43
5.5.11 Leave Management........................................................................................................................43
6.1 Findings and Discussion.......................................................................................................................45
7.1 Conclusion...........................................................................................................................................47
7.2 Recommendations...............................................................................................................................47
References.................................................................................................................................................49
Appendix...................................................................................................................................................50

15
28th February, 2022
Dr. Md. Miraj Hossen
Associate Professor
Dept. of Management Studies
Jagannath University,
Subject: Letter of Transmittal.
Dear Sir,
With great pleasure we present our Report topic on human Resource Information System
practice in IFIC Bank. The report topic gave us an opportunity to learn a lot about the HRIS
practice in a bank. The knowledge and experience will help to prepare future reports and help in
career. This report is present different types of data by following your guidelines. In preparing
this report we tried to cover various aspects of the topic and present them accordingly.

Sincerely yours
Md. Abu Walid, ID- 1270
Md. Shoriful Islam, ID- 1265
Md. Sujan Khan, ID- 1473
Shirin Akther, ID- 1247

16
Declaration
We hereby declare that the project report entitled “HRIS Practices in Bangladesh: A Study on
IFIC Bank Limited” is the project of our own effort, to the best of our knowledge and belief.
This comprehensive report is being submitted by us, to Dr. Md. Miraj Hossen, Associate
Professor of Department of Management Studies at Jagannath University, for the partial
fulfillment of the MBA course, and the report has not been submitted to any other educational
institutions or university for any other purpose.
I further undertake to indemnity the department against any loss or damage arising from breach
of foregoing obligations.

Md. Abu Walid, ID- 1270

Md. Shoriful Islam, ID- 1265
Md. Sujan Khan, ID- 1473
Shirin Akther, ID- 1247
Department of Management Studies
Faculty of Business Studies
Jahangirnagar University Savar, Dhaka-1342

17
Acknowledgement
At the beginning I am very much grateful to the Almighty Allah for giving me the strength to
complete the report properly. Without His diving blessings, it would never be possible for me to
report successfully.

A special thanks and gratitude goes to my course teacher, Dr. Md. Miraj Hossen without his
valuable supervision and directions, it would not have been possible to complete this report.
Expression of feelings by words makes them less significant when it comes to make statement of
gratitude” No serious and lasting achievement or success, one can ever achieve without the help
and guidance and co-operation of so many people involved in the work. It gives us immense
pleasure to acknowledge my gratitude to several people who have helped and motivated me
directly or indirectly to prepare this report and attain our objectives.

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Executive Summary
Today HRM Practice is very essential part for any company which enables their employee to do
work efficiently. HRIS helps employee to understand the technology which are related to them.
Human Resource information system allows people to boost up their work and using technology
for the effectiveness of worker .To make employee effective HRM helps an organization by
training and development of the worker.
As a banking sector needs to develop HRM and HRIS by practicing Recruitment, Selection,
training and development, Compensation, labor Law. All of these processes need information
system which deals with HRIS. Actually HRIS is a practice by an organization which makes
familiar to the employee about technology. The Bank started commercial banking operations
effective from in 1976 as a joint venture between the Government of Bangladesh and Sponsors
in the private sector with the objective of working as a finance company within the country and
setting up joint venture banks/financial institutions aboard. IFIC Bank has fully automated
Human Resource Information System (HRIS). From an employee start to end they keep all
records in their information system. The software they use that’s name is Orbit and Human
Resource Department use one portion of Orbits software. Every employee can access his/her
own information recorded in database from his/her own account. , IFIC Bank Limited put its best
efforts to introduce a computerized banking system which provides efficient, reliable, fast
service and accurate information to its customer as well as management, shareholders and
regulatory bodies. IFIC Bank Limited, since its inception, has placed equal emphasis on all the
four key functions of the process of HRM-acquisition, development, motivation and retention.
Actually HRIS helps a bank to increase effectiveness of the employee and get competitive
advantage from the other bank.

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List of Abbreviations
Abbreviations Elaborations
IFIC International Finance Investment and Commerce Bank
Limited
HRD Human Resource Development
BB Bangladesh Bank
HRIS Human Resources Information System
SME Small & Medium Enterprise
CV Curriculum Vitae
IT Information Technology
ACR Current Deposit
LFA Savings
ERP Enterprise Resource Planning
L/C Letter of Credit
LAN Local Area Network
BIBM Bangladesh Institute of Bank Management
SVP Senior Vice President
DMD Deputy Managing Director
FAVP Senior Executive Vice President

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 CHAPTER ONE
INTRODUCTION

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1.1 Introduction
IFIC Bank Limited, one of the leading banks in Bangladesh, has been in the business of
providing banking services since 1976 with outstanding reputation. Maintaining this position
requires meticulous attention to innovation and initiative and a constant striving for success,
while adhering to professional and behavioral ethics. The Bank’s dynamism and business
success are based on its reputation for reliability and honesty and on the trust customers place in
it and employees cultivate among themselves. The combination of human capabilities,
employees’ motivation, the Bank’s professional strength, and its technological and logistic
infrastructure, guarantee that the Bank can achieve the goals it has set for itself. Every employee
must contribute to the sound operation of the Bank and help preserve its reputation for integrity
and professionalism. Individuals working in IFIC Bank Limited and its affiliates in any form of
stakeholder under legal or institutional provisions/arrangements e.g. owner, director, employee,
advisor, consultant, contractor, supplier etc. must act with integrity i.e. in an honest, fair and
legitimate manner. Its activities must fully be customer service oriented and clearly be motivated
by integrity and ethics, of course, in full conformity with the legal and regulatory requirements.
All Members of the Board of Directors and its committees, employees of all levels and
categories of IFIC Bank, business partners and service providers and receivers to and from IFIC
Bank are expected to display the highest standards of professionalism and commitment to ethics
and integrity in all of their conducts. In every act and at all times they must pay due respect, care
and consideration to others and putting the public interest first. All Members of the Board of
Directors and its committees, employees of all levels and categories of IFIC Bank Limited,
business partners and service providers and receivers to and from IFIC Bank are expected to
display the highest standards of professionalism and commitment to ethics and integrity in all of
their conducts. It is also strongly expected that they all in every act and at all times would pay
due respect, care and consideration to others and putting the public interest first. Directors of
Board, members of different Committees of the Board and Management of IFIC Bank Limited
are individually and collectively remaining committed and responsible to excel the practice of
corporate governance principles in its institutions and activities by placing due attention and
weights on the compliance of best ethical standards and integrity as recommended by the
regulators for enhancing its internal and external credibility and establishing transparency.
Human Resources are the most key elements to any organization. Using of HRIS, HR staff
relieve out of paper related work when it is related to service sector and skilled related
organizations. In Bangladesh, managing human resources plays a crucial role. The main purpose
of Human resource department is to manage people in a more efficient way.
1.2 Origin of the Report
Our academic course teacher Dr. Md. Miraj Hossen honorable faculty dept. of Management
Studies of Jagannath University assisted and guided us throughout the semester for the
successful completion of the report. At first, we decided the outline of the report and the main
area to be focused. The HR &IT personnel of IFIC Bank helped us by providing all the necessary
information required for our paper. Then our teacher suggested us regarding the criteria that a
22
good report should have and what we should do to meet those criteria. We are grateful to all of
the individuals for their valuable suggestions and support.

1.3 Objective of the Report

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

1.4 Limitations of the Report

 Sufficient records, publications were not available as per our requirement.
 Contradictory information.
 Due to the shortage of time and workload, we could not concentrate on our report and
prepare it perfectly.
 Lack of professionalism sets the barrier for producing a quality document and sometimes
restricted by our capability.
 The Employees of IFIC Bank was very busy with huge amount of workload. Thus, they
could not give me enough time to make the report abundant.
1.5 Scope of the Report
The scope of this report is limited by the information given by the executives of IFIC Bank
Limited since there is lots of confidential information which they are not willing to disclose.
Therefore the scope of this report is limited up to the practice of Human Resource Information
Systems (HRIS). This report mainly covered the IT supported HR practices

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 CHAPTER TWO
THEORETICAL
CONCEPTS AND
LITERATURE REVIEW

24
2.1 Concepts and Definitions
Information technology and systems has revolutionized the way businesses function and operate
and has attracted interest of many researchers to investigate the resultant impact and outcomes.
An information system is a unified set of techniques and methods to deliver information support
for business decisions. Information comprises of relevant facts that have been treated so that they
are of utility. It adds value to the representation of ideas to existing business processes. It revises,
upgrades, and ratifies information databases. It provides for the accumulation by gathering,
processing by deleting extraneous information, deciding among divergent information and
putting the information in a logical arrangement that promotes its understanding. Finally, the
information is stored in a readily accessible configuration. Contemporary organizations depend
on computer-assisted information systems in all functional domains.
A human resource information system (HRIS) is software that provides a centralized repository
of employee master data that the human resource management (HRM) group needs for
completing core human resource (core HR) processes.
HRIS is also an information technology oriented system, which is engaged by many
organizations to carry out their internal processes by allocating substantial resources. In order to
carry out an extensive research exercise on the subject the researcher first conducted an in-depth
analysis of concepts and definitions that are embraced within the notion of HRIS. This supported
the researcher in laying down a clear and concise research plan. The researcher uses a framework
for HRIS concepts and definitions that are presented in the following figure and discussed in
detail subsequently in this section.
HRIS is the kind of tool which not only collects, maintains, analyses and reports the information
on jobs and people. It is kind of system which also integrates all the data, which otherwise would
remain scattered and fragmented way at isolated places in the large system. It ensures the
relevant data is converted into meaningful conclusion or information and makes available to the
stakeholders, who needs at the time of decision making.
HRIS technology enables the HR manager to simplify and automate the tasks required and helps
in reducing the administration and record keeping. It also serves the management with HR
related information as per their requirement. This synchronization of data can be used at macro
as well as micro level, which means its scope can be enlarged even at national or narrowed down
to Business level
HRIS is the system which gives more attention towards manpower planning and statically
information on overall population, economy and technology. The information can be sources out
from various national and international agencies like Publication of planning commission, Labor
ministry, national sample survey organization, National Labor Institute, world economic forum,
International labor organization.

2.2 Previous Studies in HRIS

HRIS research has been found to encompass many facets including the technology aspects of
25
employee psychology, work, organization, employee, job, behavioral and role impact. The
consistencies between these HRIS contributions are such that regardless of the domain the
dimensions of implementation can be joined together. This section evaluates various research
models that have been developed over the years to assess and evaluate HRIS and its impact
within organizational and work settings. Various models of research have been assessed in order
to understand the relevance of the concept in contemporary business settings.
According to Dr. Shikha N. Khera & Ms Karishma Gulati the role of HRIS in HR planning is
quite evident. The HRIS helps in increasing the pace of the HR process and also can help in
strategic functions of HR manager like training and development, succession planning moreover
in recruitment and selection for applicant’s tracking. This research was based on empirical data
of 127 respondents from major IT companies in the market. The information system can easily
track the unoccupied and occupied positions in an organization in an efficient way by providing
accurate information of incumbents.
2.2.1 Impact of Use of HRIS in public sector organization
According to the study carried out by Nicholas Aston Beadles, Christopher M. Lowery and Kim
Johns the use of HRIS has not reached to its full potential though it is valuable in helping
strategic role. It leads to decreased cost and improved communication and time spent on
mundane activities of the organization. It is observed that various functions of HR are being
different the way they are handled so, HRIS in its present form not have had much positive
impact. Moreover, according to the study, various directors believed that HRIS had potential
benefits.
2.2.2 Impact of HRIS on Performance of firms:
While working in organizations in today's highly competitive & changing world people come
across situations where they are to take decision which forces them either to stick to an existing
practice system or to transform the practice system by getting into a new practice. The same is in
the case with technology adoption. Organizations do have a filing system. Everyone has a filing
system no matter what whether it is organized or disorganized. With the development of
technology the filing procedure is often maintained by using software in PCs (Personal
Computers). Some people do it centrally whereas someone decentralizes to maintain this. The
local organizations in the country (Bangladesh) have been somehow quite reluctant to use
technology to the fullest extent at the workplace. As a result of which the system of management
becomes a bit disorganized with old school practices. Filing system & indexes are often used by
many of the organizations but the problem often occurs with retrieving or finding the files when
necessary. If not maintained systematically then there might be problems regarding its retention
& effective use.

26
CHAPTER THREE
METHODOLOGY

27
3.1 Methodology
This report is based mainly on observations and based on questionnaire that we experienced
during interviews. Data required for this report were collected from the annual report of IFIC
Bank Ltd. Apart from these, helpful information was collected from online resources. There port
is based on research methodology.
3.2 Data Sources
Both primary and secondary data have been collected. We have gathered primary data by
personal interview of the Executives of IFIC Bank Ltd. mainly we have discussed with them
verbally. We collected information from them providing questionnaire and the annual report of
IFIC Bank Limited. We used journals, brochures, manuals and several books on HRIS to prepare
this report. More than 70% data collected from bank and articles, different websites, Wikipedia,
workshop and 15% are collected from the books as well as the information provided by the
competitive banks. We used both primary data and secondary data for preparing the report
slickly and precisely
3.2.1 Primary Sources:
i. Direct Interviews with relevant personnel
ii. Official Records
iii. Expert's Opinion
iv. Practical deskwork
v. Personal Observation
3.2.2 Secondary Sources:
i. Relevant papers and publications
ii. Annual Report of IFIC Bank
iii. Relevant Websites

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CHAPTER FOUR
ABOUT THE
ORGANIZATION

29
4.1 Introducing IFIC Bank Limited
International Finance Investment and Commerce Bank Limited (IFIC Bank) is banking company
incorporated in the People‘s Republic of Bangladesh with limited liability. It was set up at the
instance of the Government in 1976 as a joint venture between the Government of Bangladesh
and sponsors in the private sector with the objective of working as a finance company within the
country and setting up joint venture banks/financial institutions aboard. In 1983 when the
Government allowed banks in the private sector, IFIC was converted into a full-fledged
commercial bank. The Government of the People‘s Republic of Bangladesh now holds 32.75%
of the share capital of the Bank. Directors and Sponsors having vast experience in the field of
trade and commerce own 11.31% of the share capital and the rest is held by the general public.
4.2 Mission of IFIC Bank Limited
Our Mission is to provide service to our clients with the help of a skilled and dedicated
workforce whose creative talents, innovative actions and competitive edge make our position
unique in giving quality service to all institutions and individuals that we care for.
We are committed to the welfare and economic prosperity of the people and the community, for
we derive from them our inspiration and drive for onward progress to prosperity.
In an intensely competitive and complex financial and business environment, we particularly
focus on growth and profitability of all concerned.
4.3 Vision of IFIC Bank Limited
At IFIC, we want to be the preferred financial service provider through innovative, sustainable
and inclusive growth and deliver the best in class value to all stakeholders.
4.4 Core values of IFIC Bank Limited
 Integrity: Upholding integrity in all that we do, always, everywhere.
 Fairness: Striving to offer the best to our customers equitably with transparency.
 Innovation: Encouraging and nurturing creativity.
 Commitment: Committed to excellence in customer service and maximization of
stakeholders ‘value through teamwork.
4.5 Goal of IFIC Bank Limited
To exceed customer expectations through innovative financial products and services, and
establish a strong presence to recognize shareholders expectations and optimize their rewards
through dedicated workforce.
30
4.5.1 Long Term Goal
Keeping ahead of other competitors in productivity and profitability.
4.5.2 Short Term Goal
To attain budgetary targets fixed in each area of business.
4.5.3 Strategic Priority and Objectives of IFIC Bank Limited
 To strive for sound business growth by ensuring customer satisfaction through quality
and timely services.
 To manage and operate the Bank in the most efficient manner to ensure achievement of
goals.
 To maintain adequate capital flow to support further growth.
 To ensure effective and efficient risk management for sustainable business growth
 To diversify loan portfolio through structured finance and expansion of Corporate, SME,
Agro and Retail businesses
 To mount state-of-the-art technologies and adopt innovative ideas for financial inclusion.
 To groom human resources for serving customers efficiently.
 To increase brand visibility by creating positive image of the Bank.
 To ensure sound corporate governance practices.
 To facilitate mobility in banking by up-gradation of Internet and Mobile Banking to add
value for all stakeholders.

4.6 Human Resource Division (HRD):

Human Resources Development is focused on recruitment and in-house training for both on the
job and off the job Bank staff members through the Bank‘s Academy. IFIC Bank Academy – the
oldest institution in the private sector – was conceived of as an in-house training center to take
care of the training needs of the Bank internally.
Academy is fully equipped with a professional library, modern training aids and professional
faculty. Library has about 4941 books on banking, economics, accounting, management,
marketing and other related subjects.
Main training activities consist of in-depth foundation programmers for entry level Management
Trainees. Specialized training programmers in the areas like general banking, advance, foreign
exchange, marketing and accounts etc. are also organized by the Academy depending on need.
Frequently outreach programs are organized to meet demand for new and specialized skills.
During its 31 years of existence, Academy not only conducted courses, workshops and seminars
as required by the Bank, but it also organized training programs for the Bank of Maldives, Nepal
Bangladesh Bank Limited and Oman International Exchange LLC. In addition, Academy has
also the credit of organizing system of Bank of Maldives.

4.7 Management Structure Organization

Managing Director

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 Deputy Managing Director

Senior Executive Vice President

Executive Vice President

Senior Vice President

First Vice President

Vice President

Senior Assistant Vice President

First Assistant Vice President

32
Assistant Vice President

Senior Principal Officer

Principal Officer

Senior Officer

Probationary Officer

Officer

Cash Officer

Computer Officer

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4.8 Recruitment

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

4.9 Recruitment Process

Transaction Service Officer recruitment process is different than other employee. In case of
Transaction Service Officer IFIC Bank take initial viva through online. Other employee’s
recruitment processes are as follows. After advertising the newspaper the Banking Officers and
Trainee Officers of Human Resource Department collect the CVs from online. HR employee
preliminary screen the CV by matching the post they want for. With the instruction of First
Assistant Vice President (FAVP) of HRD Banking Officers and Trainee Officers start to entry
the CVs in the software. Software is also screen the by matching the criteria, because software is
designed as the criteria set up. If the criteria don’t match the software will not allow to entry the
CV. Then these top level managers give a schedule for interview. After interview, successful
candidate are able to seat for written examination. Those who pass in written test receive mail for
the computer test. Then the selected candidates have to face the final interview. The final
interviewer are the eligible candidate.
4.10 Joining
After selecting from the recruitment process bank offer the candidate to join the bank. If
candidate agree to join the bank then gives him/her appointment letter. In appointment letter the
date of joining, which document should be attached, salary parameters are mentioned. With the
reference of appointment letter within the joining date the candidate have to come in the Human
Resource Department (HRD) in the Corporate Office. The Banking officer of the Human
Resource Department (HRD) processes the joining. The candidate have to fill up a joining form,
in which there are personal information, references, nominees name and percentage of given
34
power of provident fund etc. S/he has to sign the Code of Conduct, and submit a joining letter
and a confirmation letter. Banking Officer verifies his\her certificates, and collect nationality and
medical certificates. In terms of some employee like Transaction Service Officer, they have to
sign bond to join the service. These all documents will enclose in his/her personal file. After
collecting all the documents Banking Officer creates the candidate’s personal file and go to the
Head of the HRD and DMD to accept his/her joining. After accepting his/her joining, now the
candidate becomes an employee and Human Resource Department (HRD) gives him/her a
posting order. In that posting order the branch and date of joining are mentioned. With the
reference of that posting the employee have to report the mentioned Branch Manager within the
mentioned date.
A personal file contains:
CV
Offer of Appointment Letter and Appointment Letter
Office notice of selected employee
A copy of Certificates
Joining Form
Confirmation and Joining Letter
Posting Order and Released Order
Training Information (If any)
Annual Confidential Report (ACR)
Office notice of interview for Confirmation of Service & Confirmation of Service Letter
New Pay Scale
Provident Fund Information
Leave Fair Assistant (LFA)
Office notice of interview for Promotion
Promotion Letter (If any’)
Leave Information (If any)
Trade Allowance and Daily Allowance (If any)
Loan Information (If any)
Posting and Transfer (3years)
An employee first joins in the Human Resource Department (HRD) in the Corporate Office.
After accept his/her joining s/he is posted to Branch Office. Before to get the posting order
employee doesn’t know in which Branch s/he will be posted. All jobs are transferable in this
IFIC Bank. The Competent Authority has the right to transfer employees of the Bank from one
department to anther department or from one branch to another branch of the Bank. Human
Resource Department keeps one copy of posting in employee’s personal file and the copy of
posting order distribute among employee, the FVP and manager of employee’s branch, DMD
and head of Corporate Affairs and Administration, Managing Director’s Secretariat IFIC Bank
Limited, the FVP and manager of branch where employee will be posted and IT Department.

4.11 Annual Confidential Report (ACR)

Annual Confidential Report (ACR) is the evaluation report on the work performance and
personal skills. In a ACR report there will be the basic information like employee’s personnel
information, period of evaluation start to end, remarks (if any), rater name etc. This evaluation
35
based on five-like art scale (Below average 1, average 2, good 3, very good 4 and outstanding 5).
IFIC Bank evaluates two factors, one is personal traits and other is performance factors.
4.12 Confirmation of Service
When an employee joins in the service s/he will remain under provision of one year. If the
employee performs satisfactory in his/her job s/he will confirm of his/her service and that is
normally a promotion. For example, one employee joins as a Transaction Service Officer, if
his/her performance is satisfactory then s/he will confirm as Transaction Assistant Officer. If the
employee’s performance is not satisfactory then the bank can extent the provision or can confirm
as Transaction Service Officer.
4.13 Leave Fare Assistant (LFA)
Leave Fare Assistant is the fifteen days leave with one month gross salary amount payment, and
this payment will not count in monthly salary. After one year of confirmation of service every
employee will get this facility for every year. For mental and physical recreation of employee
IFIC Bank provide this facility and this mandatory for an employee. Leave Fare Assistant is
payable to the employees or their nominee(s) who are not in the payroll of the bank on the date
of payment due to retirement/death. With the provision that those who have completed one full
year of service in the Bank before the date of payment will receive entire amount of LFA and
others not completing one full year on the date of payment will receive LFA proportionate
this/her period of service during the concerned year.
4.14 Leave
Following kinds of leave allowable to employees of the bank:
4.14.1 Earn Leave
On completion of period of one year of continuous service in the Bank all employees get earned
leave on full pay. The maximum amounts of such leave that may be accumulate four months.
4.14.2 Maternity Leave
Maternity leave may be granted by the competent authority to an employee for a maximum six
months period at a time.
4.14.3 Casual Leave
Casual leave means a leave of absence for very short period of days, granted to an employee
whom may be unable to attend duty due to sudden urgent private/family affairs. One employee
can get 14 days causal leave in a year.
4.15 Pay and Allowance
The scale of pay and other allowances of officers and employees of the bank are prescribed by
the Competent Authority from time to time. The initial pay of an employee appointed or
promoted to the higher post are ordinarily fixed at the initial stage of the scale of pay of the post
to which he promoted or appointed. President and Managing Director to Banking Officer the
salary breaks down are Basic pay, House Rent Ceiling, Conveyance Allowance, Medical
Allowance and Entertainment Allowance. Here House Rent Ceiling is 54%, Conveyance
Allowance is 26%, Medical Allowance is 10% and Entertainment Allowance is 10% of basic
salary.
4.15.1 Kinds of Terminal Benefits
36
The following kinds of terminal benefits are allowable to a regular and full-time employee of the
bank.
1. Gratuity
2. Contributory Provident Fund (20%)

4.15.2 Festival Bonus

Regular employee will be entitled to Festival Bonuses payable on the occasion of Eid-ul-Fitre
and Eid-ul-Azha. The bonus amount will be full of his/her salary.
4.15.3 Performance Bonus
If the bank makes profit, the employees will be entitled to 3% of pre-tax profit as performance
bonus. Fifty percent of such bonus distributed on the basis of basic pay of an employee, and
balance fifty percent on the basis of performance of individual employees. Performance appraisal
for the purpose made on the criterion set by the management time to time.
4.15.4 Annual Increment
If employee’s service records and Annual Confidential Report (ACR) are satisfactory then the
Competent Authority sanctions the increment on the salary. The percentage of salary increment
is not fixed; it varies on Competent Authority decision. If the service records and Annual
Confidential Report (ACR) are not satisfactory of an employee then the Competent Authority put
him/her on special report for a period not exceeding six months and upon receipt of such report
may sanction the increment either from demonstration or from immediate effect or may defer it
for the whole year. If an employee recognized of his/her outstanding and meritorious
performance then the Board may decide to give him/her another special increment in one year
period of time.

4.15.6 Travel allowance and Daily Allowance

When bank send any employee for training and call any employee for interview then the bank
will give him/her travel allowance and daily allowance. In this case the employee has to claim
his/her allowance with bus/ train/ plane tickets. Human Resource Department will verify the
claim and pay the employee.
4.16 Promotion
The criteria for promotion to a specified post usually merit-cum-seniority. A person will be
eligible for promotion if he has the satisfactory records of service, meets the criteria for
promotion, and has clear recommendation for promotion in his/her ACR. If there is any
departmental proceeding in underway against him/her or any penalty other than censure or
warning has been imposed on him/her within the last three years then the employee will not be
promoted. In terms of every promotion the employee has to face interview board. There are
number of years to become eligible for promotion from the ranks mentioned below to the next
higher ranks.
4.17 Training
Training is the processes of teaching the employee the skill for their better act upon on the job.
Training is very helpful for the employees for their better performance. There are many methods
of training, but in the banks of Bangladesh two methods are commonly used, lecture and on-the-
37
job training. Many institute and banks like BIBM, IBA, World Bank, Asian Development Bank,
Bangladesh Bank, Citi Bank etc. arrange varies kind of training. Lots of banks of Bangladesh
have their own training institute and other banks employee can participate in that training. IFIC
Banks employees also participate in the other banks training also. IFIC Bank doesn’t have its
own training institute but this bank arranged many type of training in its corporate office and
other banks employees can contribute these trainings. A number of trainings are specific for
specific department like Awareness of fake money, money laundering, Q-cash debit card is
compulsory for cash department employees. Human Resource Department sends office notice to
those employees to attend the training. After attending their training the employee have to submit
a report on that training to the Human Resource Department. Sometimes Human Resource
Department sends the employee to attend the training outside of the Bangladesh. But in
pandemic situation there training held in virtual compartment.
4.18 Resignation
When an employee wants resignation, he has to apply in Human Resource Department. IFIC
Bank Employees are appointed for a minimum period of four years. They want to resign before
four years they have to charge nine thousand for per year. After an employee applying for
resignation Human Resource Department will query all the branches that the employee has any
transaction with any branch or not. If the branches reports are ok then the Head of HRD approve
his/her resignation and send to the employee’s Branch Manager.

38
CHAPTER FIVE
FPRACTICAL
EXPERIENCES

39
5.1 HRIS Feature
In IFIC Bank HR division try to make HRIS features more usable. When asking about HRIS
features employee give mixed feedback.
5.1.1 Performance of HRIS software
In IFIC Bank HR division try to make HRIS features more usable. When asking about HRIS
features employee give mixed feedback.
5.1.2 Personal Directory of Employee
Personal directory include employee personal information, contact information, transfer info.
This is the most usable part of HRIS
5.1.3 Time Attendance
IFIC Bank want to strictly follow the time attendance system of HRIS. It is help HR to track the
employee when they entry and leave. How many days one employee absent it’s automatically
identify by time attendance system.
5.1.4 Leave Management
Leave management is a continuous process. Employee takes leave in different purpose. HRIS
help leave management by providing information about the employees leave balance.
5.1.5 Payroll management
For payroll management IFIC Bank use HRIS. There is an automatic setup in payroll option. To
fill up the employee information, then select the salary grade and click on the payroll setup
button. It automatically set the employees designation wise payroll.
5.2 IT Support
Orbit software has been developed and customized by ERA-InfoTech Ltd. A joint venture IT
Company set by ETA-InfoTech of Dubai, IFIC Bank and RANKS-ITT. Adequate number of
system/business analyst and programmers are dedicated towards development / customization of
the software and after sales service. ERA-InfoTech has arrangement for continuous updating of
technology, programming and management skill. The company enjoys the technical support
from ETA- InfoTech, UAE.

40
5.3 Banking Operation
All branches of the Bank including the Corporate Office have a Stellar Based Local Area
Network (LAN), which is a multi-user and most reliable and internationally recognized secured
Operating System. This banking program supports all core banking facilities including: Current
Accounts, Savings Accounts, Foreign Currency Accounts, term and Fixed Deposits, Loans and
Advances, Special Schemes for Deposits and Advances etc. Besides the maintenance of various
types of customer account, calculation and applications of interests, automatic deduction of
various types of taxes on lives, the bank’s books of accounts are also fully automated and
integrated in to the banking software thus the Balance Sheet, Statement of Affairs and other
management reports and generated by the computer system under Bank’s Standard Chart of
Accounts on daily basis.
5.4 Back Office Automation
Apart from the Front Office Automation and Automated book-keeping system of the bank, the
bank has introduced computerized Provident Fund, management System, Inter Bank
Reconciliation, Share Management System, MIS, Central Bank’s reporting. The in-house
software development team developed a L/C Management module in the same system, which
covers the entire L/C operation starting from L/C opening, processing, vouchering, maintenance
and retirement of L/C.
5.5 Human Resource Information System of IFIC Bank
IFIC Bank has fully automated Human Resource Information System (HRIS). From an employee
start to end they keep all records in their information system. For a manual back up they also
maintain every employee personal file also. The software they use that’s name is Orbit and
Human Resource Department use one portion of Orbits software. Every employee can access
his/her own information recorded in database from his/her own account. The employee of
Human Resource Department can enter new data, modify previous data and enquire previous
data. They don’t have right to delete any entry. So they have to very careful about entering the
data. If any wrong information is entered then they have to contract IT Department to delete the
record and have to explain that why this mistake is happened. Here I’ll discuss how Human
Resource Department use Orbit and maintain the records.

5.5.1 Log on to Orbits

To ensure the security in the program this option is use. To start the software the user has to
double-click on icon of HRD on user computer desktop. Then immediately a login form comes.
Then he has to write username, password and database name to connect. After verifying the
username and password enter to the database. After double-clicking the HR Management icon
the software appears second login form, it needs different user name and different password also.
Then it enters into main menu.

5.5.2 Main Menu

Main Menu is used to open the new form of personal official, updated forms and destination
table entry form. This form has also menu module by which user can enter any specific form.
Also user can enquiries, take help, generate report and know about software from menu module.

41
After login, main form comes with different button and menu module. The user has to click on
specific button to open any blank form to entry newly recruited employees information or to
know any employees information
5.5.3 System Module
All branches and departments cannot access all the information in the software. Different
branches and departments have right different information to access. Branches and departments
have no right to add or modify any information; they can only enquire the information. First
Assistant Vice President (FAVP) and Senior Executive Officer (SEO) of Human Resource
Department give the right to different departments and branches to access the different
information.

5.5.4 Employee Basic Information Form

Employee basic Information form is used for new employee adds, if necessary modify or enquire
the employee’s basic information. Human Resource Department has no rights to delete any
entry. If they entry and save any wrong information then they have to contract the IT Department
to delete the entry. So they have to be careful about entering and saving any entry. To start with,
the user has to click on the Add button to entry newly recruited employees information or to
modify user has to press Mod button. In the basic master file the information they maintain are
personnel information, personal information, compensation, leave, department, address,
education and extra curriculum activities.
5.5.5 Personnel Information Form
Employee personnel Information form is used for new employee adds, if necessary modify or
enquire and clear the employee’s data from Employee Personnel Information form. To start with,
the user has to click on the add button to entry newly recruited employees information. In
personnel information the user have to entry Department, Branch, Designation, Grade, Zone,
Nationality, Religion, Marital Status etc. Or user can modify the records by pressing Mod. Red
color fields are required for fill up the form. These personnel information will used in every step
in employee’s record. Such as ACR, Increment, New Pay Scale, Promotion etc.
5.5.6 Compensation Information From
Compensation Information Form is used when initial salary is recorded for specific designation.
Only these data are inserted and updated based on decision of top level management or
administrator. Sometimes top level management need to know employees pay scale structure
because decision on increment salary depend on this information. This form is employee’s salary
information then follows the step which is written in other previous forms description. To start
with, the user has to click on the add button to entry newly recruited employees salary
information. Here user need not calculated total salary which composed basic salary, house rent,
conveyance allowance, medical allowance and entertainment allowance etc. After enter salary
and all allowance then automatically total salary will be recorded. In Compensation Form there
need Pay Cycle, Account Number, Insurance Number etc.
5.5.7 Leave Information Form (orbit)
Leave Information from is used to maintain the leave information of employee. When an
employee wants leave, he first applies to Human Resource Department to grand his/her leave.
42
Human Resource Department checks his/her history of leave from this information to find out
that is he eligible for leave or not. In this form Human Resource Department can add new leave
information, modify earlier information or can enquire the information. In this form Human
Resource Department has no rights to delete any entry. If they entry any wrong information then
they have to contract the IT Department to delete the entry.
5.5.8 Dependent Information Form
Dependent Information from is used to maintain the dependent information of employee. For
each dependent of the employee the different from is used. Here records dependents name, the
relationship with the employee, sex, date of birth and if the employee select depends as his/her
nominee then what percent benefit he give his /her depends that information. This information
will utilize on group insurance, provident fund etc.
5.5.9 Training Information Form
Training Information form is used when an employee take one or more training from office or
some time any employee has taken any training from any certified organization or non-certified
organization. This form is needed to add, modify and enquire the employee’s Training
information. To start with, the user has to click on the add button to entry employees training
information. Only administrator can entry more training information for any specific employee.
All data which are added for any specific employees ‘are in tabular format.
5.5.10 Promotion/ Increment and Other Changes
These from is used to entry Joining Information, Confirmation of Service, Increment, New Pay
Scale, Promotion, Resigned, Posting Information etc. To update these information first user have
to click add button, then give employee id, reference no, document and effective date etc. For
joining every employee will join in HRD of Corporate Office. Then posting change the branch
and department. In promotion change the designation and compensation. In New Pay Scale and
Increment change the compensation. That’s how this information will affect the employee
service record. In Appendix C a sample report of employee service record is given. Here the
graphical presentation shows how an employee’s designation changes and in tabular from shows
the employee get how much Increment, New Pay Scale, Promotion in his/her service life. This
information also affects the ACR. We see in front page of ACR in Appendix D1 the employee
history with Bank Asia. Here it shows the periods of his/her posting in different places. For
modify user have to press Mod and for enquire press Enq. HR Department don’t have right to
delete the entered data. So Del button is inactive here. This is another part of from is
compensation. To update the compensation this from is used. In Promotion, Increment, New Pay
Scale the compensation will definitely be changed. We can see the salary brake down here and
the old amount with increased amount. So it is easy to identify that how much salary is
increased. For modify user have to press Mod and for enquire HR Department don’t have right to
delete the entered data. So Del button is inactive here.
5.5.11 Leave Management
This form is used to maintain leave information. If any employee apply for leave then this from
is used. The needed information for this from are type of leave, date of apply, Employee id,
department, designation, branch, leave start to end date, purpose of leave and also leave balance
(if any). Then user has saved by pressing F10. After fill up the leave application from, if the
application is approved by HRD. Only Senior Executive Officer has right to use this from and he
43
approved in this from. After approving leave in this from this information will direct affect the
employee master file. From employee master file it is easy to find out how many time he takes
which leave.

CHAPTER SIX
FINDING AND ANALYSIS
44
6.1 Findings and Discussion
Majority of the private organizations believe that effective and full implementation of HRIS
contributes to the organizational performance by increasing competitiveness and efficiency in
decision making, and it has direct impact on employee job satisfaction, retention and relations.
Besides, HRIS can save time and cost of organizations thus increase efficiency in HR activities
and contributes to organizational profit and competitiveness. However, a greater portion of
organizations in private sector still far away to full implementation of HRIS.
IFIC Bank Ltd. followed the all HR function in their organization. They also have some
succession planning. But
in their HRIS software there is no succession planning. By using HRIS, there is no way to do
succession planning.
In ERP software of IFIC Bank there is no time attendance features. IFIC Bank need to upgrade
the system in
terms of time attendance.
In IFIC Bank HRIS payroll management part is not decorated. There is a limitation of work in
HRIS for payroll.
Mostly payroll management is done manually.
IFIC Bank Ltd. doing their leave management manually. They take little help from HRIS to
search the designation of
the employee, Leave balance, file number. But they do not follow full procedure by HRIS.
IFIC Bank manually doing welfare fund Management. By using HRIS they only provide the
notice. There is a full
option in ERP software but they doing it in paper document.
In final settlement HRIS use only to know info about employee joining date. Others work they
do in manual paper.

IFIC Bank use modern software but the bank doing their performance appraisal in manually.
45
They follow the
traditional method of evaluation by the paper and previous year’s performance record in personal
file.
Although they have access in transfer management but they using a small part of HRIS to do
transfer. Check
only the changing designation, previous posting, new posting and other doing by paper based
form.
Though there is a poll of software available for enabling HRIS, however about one-third HR
departments of these organizations use software like Oracle, SAP, and SQL. Besides, most of the
user/employees from both the HR departments and other functional departments are extensively
trained to ensure efficient running of HRIS. Though, about half of the organizations reported
highest rating regarding the full implementation of HRIS that implies that their organizations
have the entire criterion required for full implementation of HRIS. Remarkably, more than two-
third of these private organizations have high to very high back up programs and network
security for HRIS.

CHAPTER SEVEN
CONCLUSION AND
RECOMMENDATION
46
7.1 Conclusion
Success in business is determined by well-designed corporate and business level strategies to
manage resources and proper utilization of intellectual resources, such as, knowledge, skills and
abilities of the employees. To achieve strategic fit, HRIS helps HR executives to make important
decisions regarding human resources, therefore, organizations are focusing more on designing,
implementing, and maintaining use of HRIS. Though the focus of HRIS in organizations is
strategic in nature, this study found HRIS is generally used for operational business activities in
private companies in Bangladesh.
IFIC Bank Limited is one of the best banks in terms of net worth with 160 branches and 6533
employees. IFIC Bank is one of the leading private banks in Bangladesh who uses HRIS
software in their organization. IFIC Bank is a progressive bank can face problem to keeping
track of their huge human resources requirements. Even a relatively small workforce can present
a number of logistical problems, particularly when it comes to the administration of things like
benefits, sick leave, promotions and so on. Thankfully, technology has provided a potential
answer: HRIS, or Human Resources Information Systems. HRIS packages provide businesses
with a means by which they can keep track of their human resources needs, and fulfill those
needs in a cost and time efficient manner. HRIS systems are, in essence, large databases.
Depending on the size and nature of the organization, HRIS system might consist of a single
database or a number of interconnected ones. These databases will store basic employee
information (such as personal details, company role, salary etc.), as well as information
regarding benefits administration, payroll and an almost limitless range of other aspects of
human resources. To improves IFIC Bank information sharing and communication between the
company and the employees. HRIS made it easy for the human resources department to
smoothly operate all components. Banking industry in Bangladesh is large compare to its
47
economy. So competition is intensive among banking companies. The introduction of HRIS for
managing HR department efficiently will give some companies competitive advantage. This
study will also contribute to the banking sector in Bangladesh to make their HR system effective.
The problems found in this study will help IFIC Bank and others bank to overcome through
proper initiative.
7.2 Recommendations
To make recruitment and selection process more effective, top management as well as executives
should be aware about the length of time consumed for total hiring process. Top management
should response promptly about their final selection decision to the HR team. Top management
should make the total recruitment and selection procedure easier and faster to overcome all the
drawbacks of present hiring procedure and to ensure that managers cut down unnecessary
bureaucratic rules and process. IFIC Bank Ltd should be much careful about Recruitment and
selection process, so that turnover rate is reduced than previous year as IFIC Bank is facing
problem with the huge turnover rate in the field force. The key to reducing bureaucracy for
managers is to ensure that they are properly trained and fully understand the implication of the
legal framework; the aims of the authority and good practice in recruitment and selection
process. HR often faces difficulties to accommodate trainee as there is not enough room to
conduct training session. Therefore, HR should ensure a number of new training rooms to
conduct training smoothly. IFIC Bank Ltd should hire more employee in HR as they often face
problem dealing with huge field force.
IFIC Bank should concern with the above factors. To through research on IFIC Bank HRIS the
author has some recommendation for those findings.
 For Succession Planning, at first they must know about the importance of succession
planning .If they doing it through HRIS it will make the work easier. If IFIC Bank input the data
of employee in a way that employee’s age wise they easily know who when retired. They setup a
reminder which shown that who will retired after 3 months. If this activity doing properly then
HR staff have opportunity to prepare one who can replace that employee.
 For Time Attendance, IFIC Bank HR implements a system where an employee entry directly
connects with HRIS. Automatically count the attendance as well as in performance appraisal
sheet. They active of the task of roster policy, employee roster policy, roster process, monitoring
& approval, attendance summery, fault attendance, manual attendance register, and roster status.
 For Payroll Management, IFIC Bank HR should fill up the portion of HRIS software. After
that system automatically update the payroll feature.
 For Welfare Management, IFIC Bank should do the welfare fund in HRIS. It is reducing their
time. They put the information of employee who are applicable for getting welfare. They should
follow the welfare fund apply, Welfare fund approve, Welfare Benefit part.
 For Final Settlement, IFIC Bank should apply the HRIS ERP software feature such as final
settle rule, final settle statement.
 For Appraisal Management, IFIC Bank should apply the HRIS feature, question setup, form
setup, create assignment, assignment and final refine.

48
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Appendix
Figure 01.

50
Log on to Orbits IFIC Banking System

51
Figure 02: Main Menu of System

Figure 03: Leave Application

52
53