TERM PAPER: HRIS SYSTEM

Course Title: Human Resource Information System

Course Code: HRM 430

Section: 1

Submitted To

Dr. Ikramul Hasan

Assistant Professor, School of Business & Entrepreneurship

Independent University Bangladesh

Submitted by

Name ID
Adnan Bin Rashid 1621233
Maisha Mainul 1830824
Suraiya Juthi 2021414
Shanzida Jahan Dolon 1930294
Shahrukh Al Kavi 2020235

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Table of Contents
Introduction……………………………………………………….3
Code of Conduct………………………………………………….3
Online Shop Process Overview…………………………………..4
Mission, Vision and Objective……………………………………5
Products…………………………………………………………...6
Competitive Advantage…………………………………………...6
Necessities of HRIS System………………………………………7
Action Plan………………………………………………………..8
Work Flow Diagram………………………………………………9
Implementation and Usage………………………………………..10
Conclusion and Implication of the Project………………………...
Reference………………………………………………………….

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Introduction
Sweet delight is an online bakery shop. It is known for its state-of-the-art product facility, extensive
and unique research and design, and highly skilled human resources. Even more common than
going to the store is shopping online. There are many locations to purchase anything from tacos
to tunics online thanks to the growth of Daraz, foodpanda, pathao etc. Anyone can create an
internet store for low entrance barrier and minimal setup costs. At the moment our bakery shop
which is Sweet delight is best bakery shop that makes delicious cakes, cupcake, all type of
cookies, desserts and snacks items we sell them in online. With a focus on improving quality and
adding more test and value, using so many measurement technology, making sure workers have
a safe and healthy place to work, strictly following customer compliance requirements and also
customized cake through their demand. Sweet delight is now putting more effort on bakery
product to enhance more customer. Most of the consumer came from Dhaka, and other shop like
Breka, Beacoup Bakery, Bonus Bakery etc. are popular in Dhaka. Despite that sweet delight has
so many consumers for our loyalty, testiness, and trust. This shop makes all types of cakes for
men women children also all ages.

Sweet delight is one of the online bakery shop where consumer doesn’t lack of their trust when
buying online cakes and dessert. Deliver and freshness of our product are very concern. The most
important thing providing customization form on website for all the product. Our business
focuses on the following things to keep quality at a top-class level.

Code of Conducts
Sweet delight online bakery store is based on the idea that decision about hiring pay benefits,
promotion, retirement is made on based on who is available to do this job.

Forced labour:

They do not use force labour in any from Prison, indentured, bonded or otherwise.

Child labour Pacific:

They do not employ any person below the age 18.

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Compensation

Provides each employee at least minimum wage or higher and provided each employee a clear,
written accounting for every pay period.

Benefits

They give each employee all the benefits that are required by law. Among these are subsidies for
meals, transportation, and transportation. Others get cash allowances, health care, time off for
pregnancy or illness, vacation, religious holidays, time off, and provident fund contributions.

Hours or Work/overtime

Since Sweet delight is an online bakery shop and has lot of orders each and every day. they stick
to the work hours that are required by law, and they only use overtime when each employee is
fully paid according to local law and on a regular schedule. They also give each employee one
day off every seven, and they can't work more than 60 hours per week.

Everyone who works for the bakery shop must be treated with respect and dignity. No worker
should have to deal with physical, sexual, psychological, social, or verbal abuse or harassment.
Written rules about how to punish workers must be applied equally to all of them.

Online shop process overview

After doing our preliminary investigation, our team made the decision to fully understand how the
ecommerce site would operate. We determined that the best course of action would be to
construct a specialized bakery and cakes site that included reputable local bakeries in Dhaka
because we felt it would be challenging to gain confidence without an actual location. Like the
existing internet food delivery services, but with several significant distinctions, such as

 Site dedicated to desserts, cakes, and bread.

 Delivery professionals who operated a fleet of vans equipped with refrigerators.

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  Selected goods offer more sophisticated customization possibilities (such as images, color,
etc.)

 Information about ingredients for consumers who are health-conscious.

 Collaborate with small- to medium-sized bakeries that don't deliver at the moment.

Vision, mission, objective etc.

Vision

Provide best Quality product and satisfying customer all over the Bangladesh and also follow
Business Ethics and Work Environment.

Mission

Create a Culture organization That Supports Our Employees, So That They Can Provide
Excellent Service To Our Customers

Objectives
 Goal is to achieve zero tolerance in product by upgrading total quality with proper
management
 Create a favorable image of Bangladesh as a high-quality bakery makers and supplier.

 Train and develop a motivated and skilled workforce to make delicious cake and other
bakery things.
 To meet the appropriate expectation of clients.
 Provide Maximum Satisfaction to our valued customers and fulfill their demand.
 Latest design and talents at our work force.

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Products
Excellent bakery products are necessary to produce delectable cakes, pastries, pies, biscuits, etc.
Sweet delight is providing high-quality baking necessities in 9 categories as compensation. In
Bangladesh, there are various online shops that provide baking supplies. Toppings, butter, color
& flavor, baking powder, baking chocolates, and bakeware are just a few of the many baking
supplies we have to offer. Along with other baking goods, they also sell cake pans and baking
pans. Prices for these things vary according to import and stock, however we are typically quite
affordable and provide wholesale prices as well. Dairy and non-dairy creamers, chocolates, cake
icing, food coloring and flavoring, ornamental topping, fruits, nuts, and seeds, bakeware, and
specialized products are just a few of the items we sell. You may buy goods from renowned
brands like Cadbury, Nestle, Foster Clark's, Pran, Shezan, and many more available in our online
shop and those are use to make cake and pastry. Our Quality Control team verifies the
authenticity of each product after purchasing it from an authorized vendor. We consider
ourselves to be Bangladesh's top online supplier of baking materials with over a thousand happy
consumers. Sweet delight made cake all kind of flavors that other bakery’s cant.

Competitive advantage

We know competitive advantage means the factors and characteristics that permit one company
to compete more effectively than its industry peers. Covid-19 has changed the concepts from
traditional physical kitchen-based restaurant to could kitchen-based restaurant business. Due to
covid-19 many people become jobless and running physical restaurant business with dine in
facility become impossible as “stay home and stay safe” campaign was going on. So, cloud
kitchen the concept of business is rising all over the country. Most of the people with their
minimum capital and maximum effort they started their cloud kitchen. It was opened a both win
win situation for customers and business. Customers could order food from home without
stepping outside and business man can provide service without having physical store. Cloud
kitchen is also cost effective as anyone can conduct business from home and no need to pay rent
and utilities of physical stores. Cloud bakery service also rising along with the cloud kitchen
service. Many online based cloud bakeries also start its journey from covid-19 and still now
running their business. Our start up “Sweet Delight” cloud bakery started its journey from

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pandemic with 15 employees and still we are successfully running our business. We can provide
different flavors of cakes, pastry, Choco fudge, brownies, muffins, cupcakes, chocolate mousse,
cookies, pizza, cheese cake. Cinnamon rolls, Danish, doughnuts, waffles, tortillas, Biscuits and
other bakery items. We can provide customized cake with flavors and designs. We are selling ten
flavored every day such as chocolate cake, vanilla cake, strawberry cake, fruit flavored cake,
black forest, red velvet, butterscotch cake, blueberry cake, rasmalai cake, KitKat cake, caramel
cake and customization option also available for the customers. Among those items our best-
selling items are cupcakes, chocolate fudge, doughnut, brownies, chocolate cake, black forest
cake and rasmalai cake. Our competitors are other cloud bakery businesses. Our cakes flavors
and several customization options make us different from other competitors. Even other
competitors don’t provide wide range of unique flavors and customization option. We also have
refund option if the cake doesn’t according to customers choice. We are also use HRIS system
which makes us unique than other small business.

Necessity of HRIS system:

HRIS is mainly a software system that provide centralized repository of employee’s master data
and HRM department use these data manage human resource effectively. We use HRIS system
in our business as our employee base is large. Through HRIS system we can track employee’s
record. We can record employee’s personal information, employment record, employees work
time schedule, employee’s payroll and compensation, we can also evaluate employee’s
performance and can also conduct training and development program. Traditional system can
occur more cost and also, we need more manpower to manage data of the employees and it might
be more critical for them to handle. HRIS system has made this process more easier and cost
effective as we our operating online bakery business and managing a large employee base for
handling bulk orders from different customers so HRIS proves quite effective for us to manage
such a employee base.

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Action Plan
As our organization is a cloud kitchen, the external and internal affairs of the company are
dependent on Human Resource Information system (HRIS). The company’s external affairs
involve communication between the customer and the organization, through Facebook messages
or over the phone with the operator. On the other hand, the internal affairs of the company
involve managing different HR activities, supply chain management, accounting and finance.

The orders are received through Sweet Delight’s Facebook Page. In our organization the Order
Fulfilment Specialist is responsible for managing online orders, processing customer order, and
ensuring timely and accurate order fulfilment. Firstly, the customers visit our Facebook page and
select their favourite item and they can even customize it before ordering. The customers place
their order by Facebook messages and if needed they can contact us over the phone. Records are
being made in Microsoft Excel of the orders confirmed and delivered.

When the order gets confirmed, the order fulfilment specialist forward the order to the Kitchen
and the Bakers prepare accordingly. After the ordered items are completed the items are passed
to the packaging and labelling section. Then the packaged items are forwarded to the Delivery
Driver. It is responsibility of the driver to inform the customer that they are on their way to
deliver the ordered products. While the packages have been delivered, the rider shall inform the
operator, who shall send a final confirmation message to the customer.

Our internal Organizational process involves the use of an online HRIS website known as
Orange HRM. This website will provide the management with to do list and enable them to
create a schedule for meeting, training or interviewing. The website also allows the HR to offer
job, hire and shortlist. However, this website allows the HR to evaluate the performance of the
employees by an option named as Employee Tracker, which include tracker name, employee
name, assigned reviewers and available reviewers. Based on the tasks, skill and seniority the pay
grades are organized in Orange HRM software. HRIS software has made the work of
management much easier, in terms of performance evaluation, tracking, compensation and with
many more options.

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Work Flow Diagram

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Implementation and Usage

Recruitment

In order to create a job vacancy in the HRIS system

 Firstly go to the recruitment section

 Then go to the vacancies sub section
 Add vacancy

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Vacancy can be added by providing the name of the vacancy, job title, location, hiring manager
name and number of positions.

Different individuals may be chosen for job interviews, and following evaluation, they may
receive employment offers and then be hired.

Information of the candidates who have applied can be added afterwards

The HR can then choose to

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HR can then:

I. Reject an application

II. Schedule an interview

III. Offer job

IV. Shortlist

V. Hire

An Interview can be scheduled through the HRIS system. After shortlisting the candidate and
selecting them for interview, the HR has to go to the vacancy section then view candidate
afterwards they have to schedule an Interview. After the interview the HR can proceed to job
offer or reject the candidate.

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Training

A consolidated platform for managing all facets of training, such as scheduling, tracking, and
reporting, can be offered through HRIS. This makes it simple for HR staff to oversee and
manage training initiatives across the company, ensuring that workers get the appropriate
training on time.

Online assessment courses and training sessions can be arranged using the HRIS software. From
the training section go to the Online Assessment Courses and create online courses

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The resources and employee who will be assigned to the training program can be selected
afterwards.

Courses can be added in the training section which will be coordinated by a selected employee.

Training session can be created in the session’s option of training section

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Then the trainer can be selected and the employee as well who will be assigned for the training
program

Performance Management

The performance management module is a key aspect of the HRIS system. It plays a crucial role
in managing and enhancing employee performance within an organization. Performance
management is used for goal alignment, performance tracking and performance evaluation.

Performance Tracking: HRIS enables organizations to systematically track and monitor

employee performance over time.

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Performance trackers can be added in the employee tracker of the training section. A name has to
be chosen for the tracker and then the employee name whose performance will be tracked.
Afterwards the reviewer has to be chosen, the one who will review the performance tracker and
update it.

Compensation

An employee's pay grade is where they fall on a scale of compensation. Seniority, responsibility,
position, role, etc. could be used to differentiate this. We may easily add pay grades using the
Orange HRM tool to meet our organization's needs.

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Different pay grades can be set for different levels of employees based on skill, output, seniority
etc.

Directives

1. Implementation of Orange HRM System: The Orange HRM system must be

implemented and used by all departments within the organization to manage all aspects
of human resources, including hiring, tracking attendance, managing leaves of absence,
evaluating performance, and managing employee data.
2. Mandatory Usage: All employees must utilize the Orange HRM system in order to apply
for leaves of absence, update their personal data, and access services linked to human
resources. HR procedures that are manual or offline ought to be stopped.
3. Data Accuracy: The accuracy and integrity of data entered into the Orange HRM system
must be guaranteed by all employees and HR personnel. Any anomalies or mistakes
should be brought to the attention of the HR admin right away.
4. User Access Control: Based on employment duties and responsibilities, access to the
Orange HRM system should be tightly regulated. Access should only be given to
authorized individuals, and distribution of login information or unlawful access is
absolutely forbidden.

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 5. Training and Support: HR staff members and workers should receive thorough
instruction on how to utilize the Orange HRM system. To guarantee a seamless
implementation and use of the system, the HR department should offer continuing
support and help.
Justification

By streamlining HR procedures, reducing manual paperwork, and minimizing data management

errors, the Orange HRM system will improve HR operations' efficiency and accuracy. Employee
experience and engagement are enhanced by the self-service capabilities of the Orange HRM
system, which enable staff to handle their own HR-related tasks including leave requests,
modifications to personal information, and access to HR services. To guard against unwanted
access or data breaches, the Orange HRM system offers strong data security measures like
encryption, user access limits, and data backup. The Orange HRM system centralizes HR
procedures and data, giving HR staff a streamlined and effective platform for running HR
operations, producing reports, and making informed choices.

Implication

 The study of time and motion can be applied to understand the reasons behind delay in
food delivery.

 The cloud kitchen business is all about takeaways and deliveries. So, its reputation is
dependent on and the condition of the food when it is delivered. Preservation of the
quality and taste of the food is of highest importance. Therefore, the kitchen services
must explore better packaging material and other good options.

 Billings must be transparent with proper break down of orders and costs. There shouldn’t
be any hidden charges or extra delivery charges that are not mentioned in the website or
app. Customers can be notified with the billing details via SMS and receipts via email.

 Customers must be made aware of the convenience of online shopping rather than go into
crowded places and get stuck in traffic jam and this can be highlighted in website and
app. Different offers such as, discounts, schemes, memberships and combo packs can
also be used to attract customers.

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  The reputation of cloud kitchen business is also dependent on the manner of the delivery.
Incomplete or improper delivery is a serious offense in service business. The
miscommunications and misjudgments need to be rectified with delivery boys.

 “Technology may betray us any time.” Alternative ways to accept orders, receive
payments and tracking orders must be explored. Because, in case of internet outage HRS
will operate offline. Therefore, the possibility of losing saved data during offline state
must be taken into account.

 Maintaining proper hygiene in the physical setup of the cloud kitchens is more important
than regular shops. Because, customers have to rely more on the faith they build on the
cloud kitchen based shops than they do for regular shops.

 The older generation customers are not very tech-savvy and a good number of them do
not trust online businesses. Thus, alternative plans to attract this niche need to be
considered.

 Since the cloud kitchen business model lacks human interaction between vendor and the
customer and there may be some sub-standard deliveries. The vendor is not aware of the
consequences and complaints, because the customer is unable to complain directly. This
issue must be monitored.

Conclusion

Major transformation is seen in restaurant industry; cloud kitchen is new invention for the
industry and consumers. A segment which was neglected by traditional restaurants has created
market niche and is expanding the market to benefit the restaurant industry. Therefore,
restaurants are shifting focus from traditional kitchens to cloud kitchens to tap the ample
opportunities lying in this field. The increasing population, changing eating preferences, longer
waiting time and longer travel times are driving forces for the convenient, cheaper and home
delivery options of having food delivered at our doorsteps. Popular food delivery apps like Food
Panda, Pathao Food, HungyNaki etc. are becoming inevitable for Bangladeshis in internet era.
Compared to start a new restaurant, essentials to start a cloud kitchen are very low and cost
efficient and the reason is cloud kitchen need not be at prime location with good ambience and
dining facility because location of cloud kitchen is not important for customers as they get food
delivered at the door step. Operational cost to run cloud kitchen is comparatively very less as to a
restaurant. When it comes to pricing of the food dishes, cloud kitchen dishes are economical in
some cases, which is affordable for working class people who order food on daily basis as an
meal. Automation has been advantage for the cloud kitchen as orders are placed online and new

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technology has made it easier to locate customer through various maps and routes available on
internet. Quality of food is the ultimate survival tool for the cloud kitchen and can attract
customers on basis of quality and taste of food served.
Cloud kitchen concept boosts a better control over order and supply, thereby helping to reach
profitability faster. Another aspect that gives cloud kitchens more preference is the increasing
consumer inclination towards healthy food as against the greasy fare that fast-food enterprises
generally offer with certain limitations like late delivery, dependence on internet etc. Cloud
kitchen is the ultimate need of time over traditional kitchen and restaurants are aware that the
fittest will survive in the intense competition.

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