CONTENT

No Topic Page

1.0 Company history of existence 1

2.0 Products and services offers by the company 2

3.0 Types and benefits of information systems employed by the 3-7

company
4.0 Disucssion on challenges and proposals of the systems to the 8-9
system developers and users
5.0 Conclusion 10-11

6.0 Part 2 – Online Class Participation 12-14

References 15
1.0 COMPANY HISTORY OF EXISTANCE
For the assignment, UMW Toyota Motor Sdn Bhd has been chosen as currently I am
engaged with the company. UMW Toyota Motor Sdn. Bhd. (UMWT) is the appointed
Toyota distributor, assembler and exporter of Toyota vehicles in Malaysia. The company
was founded in October 1982 as Sejati Motor, prior to being renamed UMW Toyota Motor
in October 1987. UMW Toyota Motor is a joint venture between Malaysia-based United
Motor Works (UMW), and the Toyota Motor Corporation (TMC) and Toyota Tsusho
Corporation of Japan. UMWT wholly owns Assembly Services Sdn. Bhd. (ASSB), the
exclusive assembler of Toyota passenger and commercial vehicles in Malaysia. They are
also the official distributor of Lexus vehicles in Malaysia since 2006. Prior to 1968,
Malaysian market Toyota models were only imported as complete built up (CBU) units. In
the 1960s, the Malaysian government began to emphasise industrialisation, then viewed as
a more dependable economic sector for employment and economic growth. In May 1964,
the Malaysian government enacted a policy to encourage the local assembly of vehicles
and manufacturing of automotive components. The new policy made complete built up
(CBU) cars more expensive through the addition of import duties, and licenses were issued
to various car companies who were interested in setting up local assembly plants. In the
1970s, Malaysia experienced an economic boom as a result of increased industrialisation.
Japanese companies heavily invested in Malaysia during this period, and Toyota was one
of several Japanese firms which contributed to the development of Malaysia's automotive
industry. Local assembly of the Toyota Corolla and Toyota Corona commenced in February
1968 at the Champion Motors (CM) plant in Shah Alam. Champion Motors was renamed
as Assembly Services Sdn. Bhd. (ASSB) in April 1975. Over the course of the 1970s,
Assembly Services benefited from significant technology transfer from Toyota. Production
engineers from Toyota contributed to the design of ASSB's plant and advised on the
assembly of vehicles. Later in March 1980, Toyota set up a representative office in Kuala
Lumpur, and in October 1982, Sejati Motor was established through a joint venture between
the Toyota Motor Corporation and United Motor Works (UMW). In October 1987, Sejati
Motor was renamed to UMW Toyota Motor (UMWT), while ASSB remained a subsidiary
of UMWT ever since, as the exclusive assembler of Toyota vehicles in Malaysia. Another
ASSB manufacturing plant at Bukit Raja, Klang rolled out its first car on 10 January 2019
which was a Toyota Vios. This plant will operate alongside the existing plant at Shah Alam
and during its initial face can have an annual output of 50,000 vehicles.
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2.0 PRODUCTS AND SERVICES OFFERS BY THE COMPANY
As at September 2022, UMWT sold 9,281 units of Toyota and Lexus vehicles in October
2022, a 9.19% increase compared to 8,500 units recorded a year earlier. Year-to-date
(YTD) sales till September 2022 stood at 70,872, while the monthly sales of 9,233 units
compared were higher than the 8,033 units in September 2021, a 15% increase from the
previous year. UMW Toyota noted the Toyota brand continued to lead among non-national
brands in Malaysia with a cumulative sales volume of 79,308 units in October. This is a
continuation of the positive upward trend which started at the beginning of the year and the
brand has consistently been a market leader throughout the year, especially in the pick-up
truck segment. Products of UMWT sales are tabulate below:
SEGMENT MODEL

GR Line-Up GR Supra

GR Yaris

Vios GR-S

Hybrid Electric Corolla Cross HEV

Passenger Car Vios

Vios GR-S
Yaris
Corolla Altis

Multi Purpose Vehicle (MPV) Veloz

Innova
Alphard
Vellfire

Sport Utilities Vehicle (SUV) Rush

Corolla Cross
Corolla Cross HEV
Fortuner

Pick-Up Truck Hilux

Van Hiace

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3.0 TYPES AND BENEFITS OF INFORMATION SYSTEM EMPLOYED BY THE
COMPANY
Current innovation can altogether support UMWT's exhibition and efficiency. Data
frameworks are no exemption. Associations overall depend on the innovation to explore
and grow better approaches to produce income, connect with clients and smooth out tedious
undertakings. With a data framework, organizations can set aside time and cash while
settling on more brilliant choices. An organization's inside divisions, for example,
advertising and marketing, can impart better and offer more data without hassle. Since this
innovation is computerized and utilizes complex calculations, it diminishes human blunder.
Besides, workers could be zero in the center parts of a business instead of going through
hours gathering information, rounding out desk work and doing manual investigation. In
UMWT, there are two main information system used by the management up to the
administration employee named Human Resource Management System (HRMS) and
Dealership Management System (DMS).

a) Human Resource Management System (HRMS)

It refers to a suite of software that many organisation including UMWT been using to
manage internal HR functions. From employee data management to payroll,
recruitment, benefits, training, talent management, employee engagement, and
employee attendance, HRMS software helps UMWT’s HR department to manage the
modern workforce. HRMS systems put information about a company’s most valuable
assets in front of the people who need them. Photos below shows HRMS main page
engaged by UMWT for all employee.

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 Photo 1: HRMS main page

Photo 2: HRMS content

As technology evolves, it will also force UMWT to take on new contours in both its
processes and practices in HR management. HRMS emerged in response to the need
for this change to be carried out in the most fruitful way possible, considering the
improved accuracy, the quick access to information, the increased competitiveness and
efficiency and the re-engineering of the HR function. There are still many questions
about the true objectives of HRMS and the responses they allow to the real needs of
HR management such as dependability, functionality, efficiency and limitation to its
use and its results. However, its role in HR management allows UMWT to respond
more quickly to changes and needs, for example, enabling to control budget, tracking
and screening, skills matching, appraisals, feedback, manpower planning, succession

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 planning, skills monitoring, training needs analysis and global analysis. By focusing on
using technology to continuously improve the quality of the work, it absolutely can
improve the information available to HR, facilitating HR processes, and making them
faster and more effective. HRMS software currently being evolved to HR Information
System (HRIS), which UMWT should consider amployed to ensure smooth operation
of HR management. Some of the benefits of HRIS are:
i) HRIS is adopted to make organizations more accurate and effective. However,
we face several challenges are faced. HR professionals need to prepare
themselves for the future by gearing up for now roles or find themselves
outsourced. HR professionals needs to integrate an HIS as a big project and as
a major change for the organization, assuming its role as business partner, as a
data analyst, as an internal consultant, focused on the strategic issues of HRM,
necessary for the development of people, business and organizations.
ii) Reduced HR costs. While HR has traditionally relied on IT to maintain their on-
premises HR systems, mature, cloud-based HRIS solutions are changing that.
Cloud-based HRM solutions are easy to configure and adapt over time, giving
control back to HR while significantly reducing the number of employees
needed to deploy, manage, and support them.
iii) Rapid HR innovation. For current HRMS, any upgrade requires significant time
and expenses to being implemented across multiple PC. In contrast, the cloud
offers huge reductions in deployment times and easy, instant access to updates
and innovation. As a result, UMWT reaps the benefits much more quickly.

b) Dealership Management System (DMS)

DMS or auto dealership management system is a bundled management information
system created specifically for automotive industry car dealerships or large equipment
manufacturers, such as General Motors, Ford, Fiat Chrysler dealerships, and also
adapted for cars, boats, bikes, RV, and power sports dealers. These systems often
contain software that cater to the needs of the finance, sales, workshop, parts, inventory
and administration components of running the dealership. DMS enable UMWT’s
dealership to perform all the day to day functions their dealership encounters from sales
operations, financing operations, service operations and more. Through the software
integrations available with DMS, UMWT can manage the entire business in one cloud-
based dealership software application which allowing UMWT to easily monitor all
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 dealership operations and see the big picture more clearly. Some common features in
DMS are inventory management – vehicle and parts management, reporting tools &
analytics, service scheduling and productivity tracker, and also Customer Relationship
Management (CRM). Photos below shows DMS main page engaged by UMWT for all
dealers.

Photo 3: DMS main page

Photo 4: DMS content

To make vehicle dealership business profitable, being knowledgeable about cars will not
be enough. Successful inventory, stuff and other recourse management and attracting new
clients is vital for dealership business. DMS ensures all automotive business process
management from one software. Though the system not fully utilized by all dealers yet; it

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is still in pilot stage to certain dealers, some benefits gathered of DMS to UMWT’s sales
and after-sales operations are:
i) Employees are able to access data from anywhere with an internet
connection by using the web interface supported by Internet Explorer,
Mozilla Firefox, Google Chrome, and Safari. It also ease the sales and after-
sales by accessing data by using a mobile device of any kind such as laptop,
smart phone, and tablet which supported by Windows Phone, Android and
IOS.
ii) Reduction of paper work. Operations are done electronically and are fully
integrated with other DMS system departments.
iii) Full analysis of retail operations including filtering by showroom, workshop
or cashier. DMS also enable cash bill printing directly from the service order
or spare part invoice.
iv) Service head are able to alter service packages and item packages to be built
hence manual work could be reduced. This ensure work planning and
scheduling at the workshop by Service Schedule ensures automatic
planning, re-scheduling and workshop data analysis.
v) The time management function ensures client and service work scheduling,
mechanic work planning and time to be compared between the exact,
planned time and times set by UMWT.
vi) Fast and automated spare part warehouse operations including inventory
management, bin management and parts barcoding. Warehouse
replenishment for car dealers automatically replenishes the warehouse by
ordering and planning the needed spare parts based on inventory
requirements (Kanban system).
vii) Body works and painting standard time management saves time on service
scheduling and repair job planning.

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4.0 DISCUSSION ON CHALLENGES AND PROPOSALS OF THE SYSTEM TO
DEVELOPER AND USERS
The IT industry today is no stranger to the effect of this world-changing event, as this
brought about many sudden changes within the sector. As a matter of fact, IT asset
management software was in demand, as businesses scrambled to adapt to the digital
transformation, remote work, disruption of supply chains, slowed-down production, and
post-pandemic workplace burnout. While digital transformation may have been on many
company to-do lists before the pandemic, the global shutdown forced businesses to act with
urgency. But where the past two years have been about survival, similar like other
company, UMWT are now entering a period of recovery and considering long-term digital
strategies. There are many benefits to UMWT in impelementing information system in the
daily task such as efficiency enhancement, agility, profits increment in sales and after-sales
segment, improving collaboration between outlets, suppliers and subsidiaries, also better
customer experience in data gathering. The discussion below highlight few challenges
faced by UMWT in realizing the dream towards digitalization and proposed measures in
operating HRMS and DMS.

a) Hybrid work environments

The work-from-home is too popular and being prioritized by the management of
UMWT during pandemic era. The emergence of hybrid work has shaped culture,
business processes, and the way employees perform their job functions. Seeing this
trend continue, companies that do not invest in a well-designed architecture for hybrid
work environments may get left behind by the competitors. Prioritize a remote-first
approach for your business and invest in systems and software that enable remote
collaboration and communication. By doing this, UMWT is giving the remote
employees equal opportunities for efficiency and productivity.
b) Cybersecurity threats
Companies were forced to change operational approaches during the pandemic, with
some deploying work-from-home initiatives and cloud migration to continue
productivity during lockdowns. Unfortunately, UMWT’s IT department report suggests
organizations may have overlooked security measures amidst the chaos of rapidly
changing IT and business processes. A significant contributor to the increase of
cybercrime during the pandemic was cybercriminals exploiting corporate data,
customer information, and intellectual property from employees working at home.
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 Managing the security of hybrid work environments will be a pressing challenge for
your IT department. Still, by educating your workforce on the best practices of
cybersecurity and putting in place a wide range of security measures, UMWT can
decrease the chances of suffering losses from a cyberattack.
c) Increasing and unexpected IT expenditures
In recent years, IT spending has been steadily increasing. Unfortunately, 2022 also
brings considerable challenges to the industry. A Russia-Ukraine war, a supply chain
crisis, a chip shortage, and rising inflation rates are all simultaneously happening,
creating unpredictable price increases and unexpected expenses that can add up and
surpass a company’s annual budget. To counter the potential increase in expenses in
the coming years without decreasing efficiency, productivity, and output, UMWT
should explore more solutions that can reduce IT costs, such as license management
and optimization tools. This method will enable the company to scale while helping cut
costs simultaneously. Utilizing software asset management tools can help the
management to track assets, monitor usage, and organize users, purchases, and tasks is
an effective way to reduce costly downtime.
d) Fast evolution of software
Before UMWT are able to access software and integrate into the business, licenses need
to be activated, and software licensing is a constantly changing landscape. As UMWT
adopt more applications and software, licensing and managing these technologies may
become complicated. Therefore, it would be best to phase out legacy or obosolete
software and hardware assets and adopt more efficient software licensing and IT asset
management practices such as cloud asset management, latest windows, latest laptop,
tablet or even desktop PC with current specification.
e) Cloud migration
Businesses shifting to cloud computing services has been one of the most significant
tech trends in recent years. A 2019 study suggests that software running on traditional
servers will halve in the next three years amidst the shift to cloud technology. Cloud
migration can help the company reduce IT costs, increase efficiency, improve security,
boost employee’s performance, and make room for innovation and development.
However, moving company data to a cloud is a complex and challenging process that
requires careful planning and execution. Therefore, UMWT should be familiar with the
possible challenges of cloud migration to have the solutions ready once they venture
into integration.
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5.0 CONCLUSION
Undoubtedly, the IT industry is significantly different from what it was a decade ago. So,
be it technological advancements, business requirements, or pandemic disruptions, IT will
find a reason to move forward. No company can thoroughly prepare and address
unprecedented challenges, but all company have an equal opportunity to learn from them
and adapt. Many companies understand the need for change in the name of progress, but
there can be many obstacles to implementing those changes. The most apparent roadblock
from an employer’s perspective is employee resistance. Employees don’t like changes and
always prefer to stay within their comfort zone. Therefore, unless a change is managed
carefully, there is always the risk of losing valuable team members. The key to successfully
implementing change with employee buy-in is transparency and training. Be it completely
honest about why the changes are being made, explaining what the company and the
employees stand to gain due to the changes. Follow-through with thorough training
encourages staff to feel confident with the new tools rather than fear them. Changes and
challenges provide scope for improvement. The more an industry face it, the more it
flourishes. In this rapidly changing business environment, the companies which cope up
with the changing technology will hold their place in the market for a long time.

Increasingly, technology has a profound impact on HRM. HR work is more complex and
involved today than it ever has been. There’s so much that goes into the management of
employee information, which is used for everything from recruiting and hiring to training,
evaluations, and so much more. The importance and manpower behind these tasks make it
critical for human resources professionals to have HR management software for more
efficient management of HR information. This is why many companies are now use a
HRMS which a combination of systems and processes that connect human resource
management and information technology through HR software. A HRMS can be used in
candidate recruiting, payroll management, leave approval, succession planning, attendance
tracking, career progression, performance reviews, and the overall maintenance of
employee information within an organization. While vehicle sales and repair service
business is all about the time and quality, reducing service downtime and plan service
recourses including mechanics and equipment, vehicle service management system from
DMS ensures vehicle repair business functions and allows to manage entire organization
using this one system. Digital technology is dominating the world in unprecedented ways.
It is very important for companies to change the way their enterprises because lack of
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attention to this phenomenon will widen the gap between small enterprises and large
enterprises.

(2,886 words)

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UMW Toyota Motor Continues With Strong Sales Momentum Heading Into 2h22. UMWT
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release/UMW-Toyota-Motor-Continues-With-Strong-Sales-Momentum-Heading-
Into-2h22
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https://www.nst.com.my/business/2022/10/839614/umw-toyota-sells-more-vehicles-
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https://en.wikipedia.org/wiki/Dealership_management_system
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