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Faculty of Information Science and TechnologyHEJIM
Revised 2017
LI-FTSM-2018-046
APPLICATION OF COMPLAINT SYSTEM AND LEARNING RESOURCE
Ainur Reza Binti Taslim 1, Encik Yusri Bin Jaafar 2, Puan Marini Binti Abu Bakar 3
1Faculty of Information Science and Technology, Universiti Kebangsaan Malaysia,
43600 Bangi, Selangor, Malaysia
2Unit HRMIS, Sektor Khidmat Pengurusan dan Pembangunan, Jabatan Pendidikan Melaka
Jalan Istana, Peti Surat 62, 75450 Melaka
3 Faculty of Information Science and Technology, Universiti Kebangsaan Malaysia,
43600 Bangi, Selangor, Malaysia
[email protected], [email protected], [email protected]
ABSTRACT MyHRMIS Clear is an application developed for HRMIS unit in order to provide a modern, efficient and effective service and administration management system. This application provides learning videos where users can use it as a reference when they are using HRMIS system. There is also a complaint system so that users can make complaints directly to the HRMIS unit. The complaints made by the users will be assembled so that HRMIS officers can analyze it and generate solutions to improve the effectiveness of HRMIS system. Keywords: MyHRMIS Clear, HRMIS, learning video application, complaints 1. INTRODUCTION I applied for internship at Unit HRMIS, Jabatan Pendidikan Melaka. I was introduced
to HRMIS system and our unit acted as technical support for HRMIS users in schools, Pejabat Pendidikan Daerah
Negeri Melaka and Jabatan Pendidikan Melaka. We also provides training programs for HRMIS users to enhance
their skills and knowledge about HRMIS system. I have to learn and understand about HRMIS system in order
to solve problems faced by the user. Then I have been assigned to develop an application called MyHRMIS Clear
to help users make complaints about the system and there is also learning videos for them to make it as a reference
when they learn about HRMIS system.
a. Industry Background Human Resource Management and Information System (HRMIS) is a unit
that provide a modern, efficient and effective service and administration management system. HRMIS
unit are responsible in providing the latest and accurate data and education information for users.
HRMIS unit also acted as a point of reference (helpdesk) for any users who is facing problems related
to HRMIS and provides solution for them.
The objectives of this department are:
Develop an integrated information of human resource and keep it updates.
Implementing a quality management system based on Public Administration Development Circular
issued by the Government of Malaysia.
Provides an updates and flexible human resources management and information system in order to
meet management needs at Jabatan Pendidikan Melaka.
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HRMIS management was executed through HRMIS system. This is a web-based system where it can
be accessed via Internet Explorer. This system divided the user into two categories, which is system
admin and competency owner (CO). This system allows users to export their data into report and can
be referred anytime.
2. PROJECT DETAILS MyHRMIS Clear is an application that was built to help HRMIS users to lodge
complaints, learn and understand more about HRMIS system. This application focuses on the process of direct
complaint to HRMIS unit as well as learning video to develop expertise to users in using HRMIS system. The
videos in this application were made based on problems that often complained by users and solution is
provided. There are various functions available in HRMIS system, so this application acted as a reference for
users anytime.
This application was completed in December 2017 and is currently used by HRMIS officers. The modification
of this application are made from time to time based on feedback received and requirements is fulfilled with
low cost as it was designed and maintained by assigned HRMIS officers.
a. Task description I was assigned to develop an android apps and make it as an application for
complaint system and a learning resource.
b. Problem Statement Complaints were made through the phone call and Whatsapp, so users often
asked the same questions. HRMIS officers cannot analyze the problems faced by users since there is no
records of complaints were made.
c. Objectives The objectives of this application are:
Collecting information through complaints made by users in order to increase the effectiveness
of HRMIS system
Ensure the effectiveness and efficiency of management at Jabatan Pendidikan Melaka
d. Work Plan The timeline during the implementation of this project is shown in Figure 10.
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Faculty of Information Science and TechnologyHEJIM
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3. PROPOSED SOLUTION Designing and identifying system specifications in developing systems is
crucial in achieving the objectives of a system development. The activities and processes should also be
carefully described to show the flow of a system and the interface acted as a medium of communication
between the user and the system after all the construction has been successfully developed. This project aims
to ensure that the objectives stated can be achieve so that the effectiveness of HRMIS system will be increase
and problems faced by HRMIS unit can be solve. Here are the details of this proposed solution.
a. Project Methodology The system development life cycle used by this project and the model
chosen is the Waterfall Methodology as this model is simple and easy to understand and use. This
methodology works well for smaller projects where requirement are very well understood. It is also
systematic and has a staged level. Figure 8 shows how this methodology works.
b. Requirement Analysis The selection of software and hardware were made to produce a quality
and attractive project. There are two types of requirement needs for this project which is hardware
requirement and software requirement.
Hardware Requirement Hardware requirement provide technical support in a physical
form. Sufficient hardware requirements are one of the important factors in the development
process of a project. For this project, the hardware used are laptop and smartphone.
Software Requirement The software used to develop this project are Android Studio 3.0
and Genie motion
c. System Design the purpose of system design is to show the process involved and determine the
activities that exist in this project. Figure 9 shows the flowchart of this project.
d. Implementation The implementation and testing process is implemented after the analysis and
application design phases. This process is performed to produce applications that can functioning as
planned in the system design phase. This app has been evaluated to ensure that the system is successfully
developed and meets the requirement. This project is repeatedly tested among HRMIS officers to detect
any errors. They also tested the functionality of this application and they are satisfied with the outcomes.
e. Result This section will show how the interface design is translated into the actual implementation of
the interface for users and these are the result of this project:
Main Menu of MyHRMIS Clear
Figure 1 shows Main Menu of MyHRMIS Clear where there is explanation and three main
functions of this application which is Pembelajaran, Aduan and Penghargaan. Copyri
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Faculty of Information Science and TechnologyHEJIM
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Figure 1 : Main Menu MyHRMIS Clear
Interface of Learning Module
There are four categories of modules involved which are Penyelenggaraan Rekod Peribadi,
Sekuriti, Cuti and Profil Perkhidmatan. Every module consist of sub module which in every sub
module there is a learning video. Figure 2 shows the interface of Learning Module.
Figure 2 : Interface of Learning Module
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Interface of Sub Module in MyHRMIS Clear
Figure 3 shows one of the sub module for MyHRMIS Clear
Figure 3: Sub Module for MyHRMIS Clear
Interface for video in sub module of MyHRMIS Clear
Figure 4 shows interface of video in sub module of MyHRMIS Clear
Figure 4: Interface of Video for MyHRMIS Clear
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Faculty of Information Science and TechnologyHEJIM
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Interface of Complaint Module
There are two categories of complaint modules involved which are Aduan HRMIS and Aduan
JPA. Figure 5 shows the interface of Complaint Module.
Figure 5: Interface of Complaint Module 4. LEASON LEARNED AND CONCLUSION
a. New Skills Acquired There are some soft skills that I have improved throughout my internship such as
communication skill, presentation skill, writing skill and other. Then I learnt on how to manage a big scaled
system that used by HRMIS users in all schools in Melaka, Pejabat Pendidikan Daerah Negeri Melaka and
Jabatan Pendidikan Melaka.
b. Experience Gained There are many new experiences that I gained throughout this internship. I got to
deal with users who are using HRMIS system and learn on how to solve problems according to complaints
made by them. Then I got to handle workshops for HRMIS users and making sure that they are able to
understand more about HRMIS system. I also got to attend workshops made by Jabatan Pendidikan Melaka
in order to enhance my soft skills. Other than that, I manage to explore and learn more about Android Studio
which I never use it before.
c. Benefits to Company and Students Our presence in the company should be able to give them some
benefits. Based on project that I have done, it can be used for HRMIS officers to collect data on complaints
made by users in order to improve the effectiveness of HRMIS management and also the HRMIS system. I
also involved in the process of updating data for HRMIS users in order to achieve the KPI target. All this
tasks help me improve my programming skills and also teach me on how to manage system and clients
properly.
d. Constraints This application were made only for Android user.
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Faculty of Information Science and TechnologyHEJIM
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LI-FTSM-2018-046
CONCLUSION The industrial training is the starting point where students will be exposed to the real world of
work. This is the place where they should grab any chances that will help them in developing their technical and soft
skills. They will also have the opportunities to apply what they have learnt and use it in a practical way. This will help
students to prepare themselves for a real job.
ACKNOWLEDGEMENT First of all, I am grateful to Allah for His Almighty and best blessings that I have
successfully completed my industry training within the prescribed period. I extend my appreciation to Jabatan
Pendidikan Melaka for giving me the opportunity to undergo industrial training under HRMIS Unit for 20 weeks. I
would like to express my gratitude to Encik Yusri Bin Jaafar as my supervisor who has provided guidance during my
internship here. Thank you for all your advices and guidances given to me. Appreciation and thanks also go to the
head of HRMIS Unit, Encik Hasbullah Azim for all his kindness, making me feel so comfortable working with HRMIS
team. I would like to thank to HRMIS staffs, Encik Khairum and Encik Meor over the sharing of knowledge and helped
me in my job. I would also like to thank the industry training coordinator of the Faculty of Science and Information
Technology, which has assisted in many terms of preparation before and after the training industry. Not forgetting to
the helpful and passionate friends in completing the training assignment. Finally I would like to show my gratitude
towards my parents for their support and encouragement throughout this industry training.
REFERENCES
1. Portal Rasmi Jabatan Pendidikan Negeri Melaka
http://jpnmelaka.moe.gov.my/v3/index.php/ms/
2. Sistem Pengurusan Maklumat Sumber Manusia
https://hrmisone.eghrmis.gov.my/HRMISNET/Common/Main/Login.aspx
3. Meet android Studio. (n.d.). Retrieved from
https://developer.android.com/studio/intro/index.html
APPENDIX
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Figure 6: Jabatan Pendidikan Melaka Organizational Cop
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Faculty of Information Science and TechnologyHEJIM
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Figure 7: HRMIS Unit Organizational
Figure 8: Waterfall Methodology
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Figure 9: Flowchart of MyHRMIS Clear
Figure 10: Timeline during the Implementation ProcessCop
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