TEST2/PHS3233/NOV2021

TEST 2

SESSION NOVEMBER 2021 (3/21/34)

SUBJECT : HUMAN RESOURCE INFORMATION SYSTEM

SUBJECT CODE : PHS3233
TIME : 60 MINUTES
FACULTY : BUSINESS AND ACCOUNTANCY
PROGRAM : BACHELOR OF HUMAN RESOURCE MGMT (HONS)
LECTURER : AZNITA BINTI AHMAD

INSTRUCTIONS TO THE CANDIDATES

This paper consists of ONE (1) part.

Answer ALL of the questions.

Name : AINA SABRINA BINTI MOHAMAD IQBAL

Matric Number : 4192007651
Group and Program : G.1 BHRM

CLO MARKS SCHEME TOTAL MARKS

Students will be able to synthesize HR Q1 (CLO3) 15 marks
functions in the process of analyzing
and evaluating the stages of
acquisition, development and
/30
implementation of HRIS. (CLO3). Q2 (CLO3) 15 marks

PERCENTAGE OVERALL 10%

1
 TEST2/PHS3233/NOV2021

CASE STUDY QUESTIONS. ANSWER ALL QUESTIONS (30 MARKS)

Case Study: Super Attire Sdn Bhd

Super Attire Sdn Bhd began operations as a garment and footwear factory in Senawang, Malaysia, in
2017. Steady Attire Sdn Bhd is a company that specialises in the garment sector, specifically in the
areas of children's clothes, sportswear, and sleepwear. Their company has grown from 100 to 150
staff in the last year alone. The salaries and pay were computed manually at the time, with the use
of a Microsoft Excel spreadsheet. Punch card systems are used to manually record attendance
information. Payroll processing used to take a half day for a Human Resource (HR) clerk, but now it
takes a whole day to process payroll for a company with 200 employees. This does not include the
time required for payroll screening and manual trips to make payments to statutory authorities such
as the EPF, SOCSO, and LHDN, among others.

Unfortunately, there were still faults in inserting data, overtime calculation errors, inaccuracies in
leave and sick leave records, and errors in tax deductions when the data was analyzed after the fact.
Another issue is that it takes time to access employee information such as employee addresses,
employee dependents, and leave balances because the information is stored in personal hardcopy
files, which makes it difficult to keep track of time. It is possible that some leave balances were not
updated in a timely manner. When the new budget and new year arrive, they may also be unaware
of any changes to legislative requirements that have been enacted by the government in the interim.
The company CEO, Mr. Ramada Rahman, could not stand the amount of time it took to complete all
HR responsibilities and the number of mistakes that were made. He directed his human resources
executive to find an appropriate human resource management system (HRMS) as a solution to his
company's challenges.

From the above case, answer the following:

a. The HR manager was tasked with locating suitable HRMS software to help the HR department
become more successful and efficient. Provide a specific guideline for selecting software.

(15 marks)
Answers: The are five guideline for selecting software.

1. Functionality
-the problem that the company faces are that it takes a longer time and mistake when key in
data when do a payroll. So, to find a software it is must functional well and it fit the
organization. For instance, the software can do an automatic payroll with statutory
authorities’ deduction every month. So, it can reduce the HR department problems and
burden.
2. technology alignment

- the software must have a technology alignment. The technology alignment means here is that the
software has a cloud based. It can be open with any gadget, anytime and everywhere. For instances,
the software can be installed to smartphone. So, the HR manager need to take noted on the
technology alignment when selecting a software. When the software aligns with technology it can cut
the time when every employee can log in by their self and updated their personal information.

3. Services

Other guideline that the HR manager can take note is software services. This means here, when the
organization is outsourcing the HRMS it is very important the system have the maintenance support
and provide education training to the staff. For, instances the Super Attire Sdn Bhd used the Office
central as their HRMS, it is very important that the vendor provide a maintenance support to the
software. It has a back up data when the power supply is cut off. The vendor provides the Super
Attire a training on how to use the system and how to react if the problem occurs.

4. Viability

The next guideline that the HR manager can do in choosing the software is looking for viability. The
software needs a variety of module that the organization of Supper Attire Sdn Bhd can access such
as time management, payroll, employee’s information, ESS and MSS, leave management record. This
viability of the software is a must since it can help the organization to avoid a problem.

5. total cost

This is really important on selecting the software. The HR manager need to look the company
budget. If the company have a bigger budget the manager can outsourcing the software, and if the
company have a little budget, they need to used in-house development. The HR manager need to
stress on capital expenditures (CAPEX) and operating expenditures (0PEX) when they outsourcing
the systems.
b. Recommend and explain some applicable HRMS modules after reviewing and analysing Super
Attire Sdn Bhd's challenges.

(15 marks)
Answer:
1. Staff profile
This is because the Super Attire Sdn Bhd have an issue is that it takes time to access employee
information such as employee addresses, employee dependents, and leave balances because
the information is stored in personal hardcopy files, which makes it difficult to keep track of
time. When the HRMS module have a staff profile it can make it easy to the HR department.
This is because in the staff profile it is link with the ESS (employee self service) which mean
every employee can access the HRMS and update their personal information. It is also can
make the HR department work faster for instance, they need an address of ALI, so they can
open the HRMS module on staff profile, click on the basic information then it come out very
quick rather than the staff need to open one to one file in staff hard dopy record.
2. Payroll module
The challenges that Super Attire Sdn Bhd face on is Payroll processing used to take a half day
for a Human Resource (HR) clerk, but now it takes a whole day to process payroll for a
company with 200 employees. This does not include the time required for payroll screening
and manual trips to make payments to statutory authorities such as the EPF, SOCSO, and
LHDN, among others. The payroll module can solve the organization problem. In the payroll
system the HR clerk just need to insert the on-payroll profile which include the basic salary,
overtime, payroll group, bank information, EPF information, SOCSO information, LHDN
information, and Zakat information. When the salary date is arriving, the HR clerk just click on
process payroll and need to indicate which month and need to cut off the date. For instance,
the salary on 27hb January 2022 the cut off date must be on 26hb January 2022. It is very easy
when used payroll module as part of the HRMS.
3. Attendance management and leave management module
The issue that the organization faces is punch card systems are used to manually record
attendance information faults in inserting data leave and sick leave records. When the
attendance management and leave management module is implement, it can reduce the
errors. This is because the system is automatically update when the clerk has indicated the
employee’s attendance and leave. They just need to key in the data on the module and the
result is automatically, the clerk no need to calculate manually as the system is built
automatically.
* END OF QUESTION PAPER*