chapter 4 jan13
DESCRIPTION
Human Resource Information SystemTRANSCRIPT
Chapter 4
DISCUSSION OF FINDINGS
Existing Processes’ Involving Human Resource Information for British College International School
Business process is an essential activity for business prosperity.
A business process is set of related tasks or activities performed to
produce or service, it applies to all walks of business.
The human resource personnel prepares manpower inventory by
checking the current number of employees employed against the
required number of employees for the branch operation. Should there
be a discrepancy between what is required against the current
employed, based on the result, personnel action plan is prepared by
the human resource manager. Two processes are imposed for
personnel action plan depending on the outcome of the inventory; it
could either be streamlining or recruitment whenever deemed
necessary based on the company policy.
Hereunder is the figure of flowchart corresponding to the process
of recruitment in British College International.
Recruitment Process for British College International
For the recruitment to take place, initially all pertinent
documents related thereto including job description as well
qualification and salary matrix are carefully planned in congruence
with the post being hired. Once done, the document is submitted to
the director for the employee requisition approval. Heretofore, the
human resource personnel take the subsequent step known as the
manpower pooling. This is done through several approaches such as
coordination with the local labor and employment department, radio
and television job placement, job posting through school job fair.
Succeedingly, after pooling applicants, the human resource
personnel will start to sort the applicant based on their qualifications
using pertinent credentials such as transcript of records, diploma and
resume. All applicants whose qualified based on the requirement will
be notified through email and text messages informing them that they
are shortlisted. After careful review of the qualifications of applicants,
the human resource personnel will schedule for an interview to assess
the applicant. All applicants who will pass the interview will be asked to
take the assessment.
Applicant assessment is based on four scale dimensions of hiring
which is done in an orderly manner – the intellectual, psychological,
personality and physical test. Intellectual assessment is done through
intelligence quotient test. For psychological assessment, stress test is
given to determine the emotional soundness of an applicant. On the
other hand, personality test is rendered to determine if the applicant is
deemed for the position being applied for. Interview comes next after
the three enduring test to get the best qualified applicant. For physical
assessment, the applicant will be advised to submit medical certificate
stating that the applicant is physically fit to work.
Assessment Process for British College International
Company assessment is based on the employee assessment
policy matrix of British College International. Initially, all qualified
applicants are requested to undergo initial assessment through
intelligence quotient test. Based on the company policy, to qualify for
the next assessment level, only three of the total applicants will be
considered to undergo psychological test to determine the emotional
stability of the applicant and how well these applicant respond to job
related stress. Employee with the highest index score will be given
priority. Prior to the next assessment level the applicants will be
background checked by the human resource personnel in order to
predetermine that the qualifications as well as the submitted
requirements of the applicants are authentic and valid. Applicants with
any false claims shall be eliminated to proceed to the next round.
Should all applicants passes the background check, out of the three
candidates, one will be eliminated while the remaining two will proceed
to the next level which is the personality test. The two applicants will
undergo the standardized personality test to establish whether the
applicant is deemed fit personally to the position being hired for.
Should the two applicants passes the personality test administered,
the two remaining applicants will precede to the final interview with
corporate executives of the company. The final decision as whom to
hire lies on the discrepancy and the result of the interview as well as
the personality test of the applicant.
Placement Process of the British College International
Upon the result of the assessment, the most qualified candidate
will be hired for placement. The newly hired employee will be asked to
fill employee data sheet including contracts. This form contains
relevant information about the newly hired employee, it contains the
personal data, employment history, academic qualifications, academic
achievements, seminars and trainings attended, professional licensure
examination passed and organizational and professional affiliations. To
support the forms being filled up, the newly hired employee will be
asked to submit authenticated documents to be included in the filing
folder. These includes, authenticated photocopy of official transcript of
records, diploma, certificates of seminars and trainings, certificate of
employment, Social Security System E-258, Philhealth, Home
Development Mutual Fund. These documents are filed under one folder
and shall be referred to as employee file 201.
Employee Leave Filing Process
Company orientation for newly hired employees proceeds after
placement. One of the most notable company policies being oriented
for the employees is the entitlement for statutory non fringe benefits
mainly that of leaves. British College International has five types of
leaves explicitly - sick, emergency, paternity, maternity, vacation and
bereavement leave. Each leave has distinct policy means for filing.
Each employee will have a corresponding number of leaves as
per government mandate based on the Department of Labor
provisions. Employees are given 10 days sick leave, 7 days emergency
leaves, 15 days paternity leave, 30 days maternity leave, 7 days
vacation leave, 3 days bereavement leave. Based on the company
policy an employee can not avail two leaves in any form consecutively.
In filing a leave, the employee should indicate the number of days to
avail during leave application. All leaves filed beyond the said number
of availability will be charged accordingly to the payroll of the
employee.
All leaves are filed by acquiring leave form at the human
resource personnel office. The form is required to be filled out properly
before submitting it to the human resource department for processing.
Depending on the kind of leave being applied for, some leaves require
prior application while some leaves require later application. Paternity,
maternity, bereavement and vacation leave filing is done ahead of
time. The required attachment for maternity leave is the medical
certificate attesting for childbirth, birth certificate for paternity leaves
and letter of intent for vacation leave. Sick leave on the other hand is
filed after the employee reports back to school, which is then attached
with medical certificate as a proof of sickness.
Upon completion of the requirement, the documents along with
the filled up form will be submitted to the human resource department.
The human resource department in turn will secure for the approval of
the company director, by asking the director to sign the submitted
document. Once approved, the filed leaves will now be computed for
payment as a regular employee rate.
All leaves filed from the academic department specifically faculty
will be submitted to the Dean for endorsement to the School Director.
Report Generation for Manpower Inventory and Leave Credit
Management
Human resources primarily deal with recruitment, assessment,
placement and employee benefits. In order to accomplish such task, it
is necessary to have data about manpower available within the
organization so that, it will enable timely and quickly replacement as a
part of manpower planning. Further, aside from manpower inventory it
is also mandatory for human resource department to monitor paid time
off of employees, as this has significant impact on a company’s
financial resources. British College International has shown that
company spends around 14.6 of payroll on absence-related benefits.
Given the financial resources committed to time off programs
and the paper intensive processes that surround company policies, it’s
but a necessary for the British College International management to
evaluate employee leaves. The purpose of which is to ascertain that
the company is not wasting time and money.
At British College International every payroll the human
resources prepares two significant reports to the operations
management department and the financial department. These report
includes, manpower inventory and employee leave reports. In order to
facilitate generation of report with respect to manpower inventory, the
human resources personnel tally the currently employed personnel
using F-201 files and compared with that of the required corporate
positions. The report done is presented in numeric data and shall serve
as the basis of the management to decide if the company requires
additional employees or would even require lay off.
Another report submitted by the human resources is the
employee monitoring leave report, this is done to monitor for tardiness
and payroll of employees. The human resources personnel compares
all employees filed leaves and check the validity of the filed report by
monitoring pertinent attached document to the respective leave filed.
For sick leave monitoring, medical certificate should be attached, for
maternity and paternity leave, birth certificate should be attached.
Once the filed leaves of the employee is valid, the amount of leave
consumed will be deducted from the number of statutory and company
leave benefits. The report is presented in tabular format for the
management to review.
Employee Termination and Resignation Process
In a corporate world employee termination, resignation and
retirement is inevitable. There will always be instances where
employee is head strong and tend to deviate and resist to company,
some due to many unforeseen circumstance employee tend to resign
in search for a better employment opportunity and high end company
benefits. Some employees upon reaching certain age would eventually
file for a retirement process and claims for corporate pension benefits.
At British College International, employee termination is done by
carefully reviewing the employee attitude towards work, should there
be any violations, employees will be reprimanded verbally based on
the existing corporate policy of the company. Second warning is done
through issuance of memorandum of notice to explain to the
employee, this is done so the involved employee could justify his
misbehavior. At third offense, the employee will be suspended for work
at certain time period and at fourth offense of repetitive misbehavior,
the employee will be issued with a termination letter justified by the
employee violations to prevent future labor case. The letter of
termination will be attached to the employee F 201 file for future
references.
Employee resignation on the other hand is accomplished with a
letter of resignation coming from the employee stating as to when the
resignation will take effect. Upon submission of the resignation letter,
the employee is asked to fill up and process its clearance form and
shall be given 30 days to complete the process, this is done to
ascertain that the employee will properly turn over all employment
related documents to the company. After doing so, employee last pay
and separation fee will be computed by the human resource
department and will be forwarded to the accounting department for
release. The resignation letter will be filed under the F201 of the
employee record for future references.
Employee
Functional and Non Functional Requirement of the Developed
Online Human Resource Information System for British College
International School
In order to developed an effective and efficient employee
management records, functional requirement were solicited from the
stakeholders which will serve as the basis for the development of the
system.
Functional Requirements. According to Wysocki (2010),
functional requirements are the things that need to be solicited for
consideration in the development of a system. The requirement are
elicited using data gathering tools such as the interview from the
stakeholders, on sight observation of the developer into the company
environment so as to identify the responsible department and their
respective responsibilities. Identification of the relevant system
specification is done with the careful analysis of the existing process of
the company.
Hereunder presents the elicited functional requirement for the
developed system, table xxx
Table xxx
Functional Requirements
Stakeholders Functional Requirements
Human Resource Officer
Provide an interface to manage user accounts, approve employee membership request and manage events and announc ement.Provide an interface to manage employee recordsProvide an interface to manage posted jobsProvide an interface to manage applicants account and configure applicants applicationProvide facility to search registered employee records and generate reports.
Director Provide facility to manage profile Provide facility to search registered applicantProvide facility for online submission of Leave of AbsencesProvide an interface for uploading profile and downloading employee records
Employee Provide facility to manage profile Provide facility for online submission of Leave of AbsencesProvide an interface for uploading profile and downloading employee records reports.
Applicants Provide an interface to manage user accountProvide facility to manage uploaded resumeProvide facility for online submission of applicationProvide an interface to view jobs offered news and announcements
The table shows the functional requirements considered
necessary for the human resource personnel, directors, employees and
applicants.
Hereunder is the business rules carefully observed in the
development of the project.
The human resources personnel shall have full authority over the
system. As such, the human resource personnel shall have the
responsibility in providing users account access to the intended users,
posting of jobs, announcement publications, and viewing as well as
downloading of applicants credential. Further, the human resource
personnel shall be responsible in managing employee records as well
as leave management.
The Director on the other hand, shall only have the full authority
to view employee records and the responsibility to approve, defer or
reject employee leaves. In addition, the director will also have the
privilege to manage and update his own account by uploading recent
pictures, uploading pertinent documents such as certificates of training
and seminar workshop and the like.
The employee shall have the authority to manage and update his
own personal record by uploading recent photos, uploading of
pertinent required documents and leave filing.
The applicant will have the capability to view job posting, apply
online, and submit pertinent credentials.
All registered users of the system will the capability to view news
announcement and view events and other available information for
non registered users.
Non Functional Requirements of Online Human Resource
Information for British College International
One of the most important attribute of a well developed system
other than functional requirement is the non functional requirement.
These non functional requirements are just as critical as that of the
functional requirement. Non Functional requirements specify the ways
in which a system implicitly behaves.
Table XXX
Non Functional Requirements bla blah
Non- Functional Requirements
Description
Availability The system should be always available to serve employees on and off campus. It should deliver the services needed whenever it is needed. This will increase the functional efficiency of an institution and improves timely decision-
making processes.
Security Since the employee information held by the HR department is subject to confidentiality, only authorized people can gain access to the system. This should be incorporated in the system to ensure the privacy of employees.
Accuracy To preserve data integrity, the HR department should maintain accurate records. This is very significant with regards to the evaluation system for measuring the performance of employees.
Reliability This is the ability of the system to perform its functions as expected.
Maintainability This is the ease of performing maintenance on the system. The system should be able to recover from unexpected errors such as power interruption.
Acceptability of the Developed System
Upon completion of the system, the developer conducted a test
to determine the satisfactory of the system. The stakeholders of the
system such as the human resource personnel, director, employees,
and a provisional applicant were asked to use the fully developed
system. . In order to prove that the developed system is esteemed and
accepted by the stakeholders, an acceptability test was conducted.
Ayrmer (2010), states that User Acceptance Testing (UAT) is a
very essential for the successful implementation of any bespoke
system. User Acceptance Testing (UAT) is the procedure of testing the
functionality of a bespoke system once the development phase has
been completed. The ideal world to test the platform is to recreate a
real life situation, including data – that allows the user to test the user
interface and functionality of the system.
The developer made used of the standardized Website Analysis
and Measurement Inventory test in accomplishing the acceptability of
the system. The themes imposed in the Website Analysis and
Measurement Inventory (WAMMI) are based on a data using a
statistical methods known as latent variable analysis, and has
scientifically proven and a has a reliability data rating of between 0.90
and 0.93 <references for proof of acceptability of the human resource
information system>
In order to test the acceptability of the system, a readymade
WAMMI structured questionnaire were used to the intended users such
as the human resource personnel, director, employee, and provisional
applicant.
The succeeding table below shows the feedback of the identified
users in terms of: Learnability, the speed at which users become
familiar with a website. Remeberability, refers to the ease at which the
users remember how to use a website when they return to it. Efficiency
of use, which refers to the websites features which are easy to find and
quick to load up. Reliability in use, which refers to the website being
available and complete. User satisfaction, which refers to the degree to
which users feel comfortable using the website.
To give relevant meaning to the organized numerical data, a
Likert Rating Scale of one to five will be used. The Likert Rating has a
value of 5 for strongly agree, 4 for agree, 3 for neutral, 2 for disagree
which means that the respondents are somewhat not favor with the
concept and 1 for strongly disagree, which means that the respondents
strongly does not favor the concept.
Table 4.1: System Evaluation According to Learnability
Learnability Mean Description
1. This website needs more introductory explanations.
2. Learning to find my way around this website is problem
3. Using this website for the first time is easy
4. Remembering where I am on this website is difficult.
Weighted Mean
Table 4.1 presents the system evaluation criteria for the
learnability of the system.
Table 4.2 System Evaluation According to Efficiency of Use
Efficiency of Use Mean Description
1. It is difficult to move around this website
2. I can quickly find what I want on this website
3. This website seems logical to me
4. This website helps me find what I am looking for
5. The website is too slow
6. I can easily contact the people I want on this website
7. I feel efficient when I’m using this website
8. It is difficult to tell if this website has what I want
9. Using this website for the first time is easy
10. Using this website is waste of time
Weighted Mean
Table 4.2 showed the system evaluation criteria for the efficiency
of use.
Table 4.3: System Evaluation According to User Satisfaction
User Satisfaction Mean Description
1. The website has much that is of interest to me
2. The page on this website are very attractive
3. I feel in control when I’m using this website
4. I don’t like using this website
5. I can easily contact the people I want to on this website
6. It is difficult to tell if this website has what I want
7. This website has some annoying features
8. Using this website is a waste of time
9. I get what I expect when I click on things on this website
10.Everything on this website is easy to understand
Weighted Mean
Table 4.3 presents the criteria for the evaluation of the system
based on user satisfaction.
Table 4.4 System Evaluation According to the Reliability of Use
Reliability Mean Description
1. This website is too slow
2. I get what I expect when I click on this website.
Weighted Mean
Table 4.4 presents the criteria for the evaluation of the system
based on the reliability of the system.
Table 4.5: System Evaluation According to the Rememberability
Rememberability Mean Description
1. Remembering where I am on this website is difficult
Weighted Mean.
Table 4.5 presents the criterion for the evaluation of the system
based on remeberability.
Table 4.6: General Weighted Mean for Acceptability of the System
Description Mean Description
1. Learnability
2. Efficiency of Use
3. User Satisfaction
4. Reliability
5. Rememberability
Weaighted Mean
Table 4.6 presents the general weighted mean for acceptability
of the learning management system.