UNIVERSITI MALAYSIA SARAWAK

FACULTY OF COGNITIVE SCIENCE AND HUMAN

DEVELOPMENT

KMS 3054 HUMAN RESOURCE INFORMATION SYSTEM

ASSIGNMENT 1 (20%)
LECTURER: DR. MOHAMMAD NUR AZHAR MAZLAN

GROUP 12

NAME

MATRIC NUMBER

1.

AUDREY ANAK SYLVESTER MALUH

40647

2.

FONG SHI HUI

41281

3.

NUR AINA HAZWANIE BT ZAINI

42997

4.

OTHMAN HASLI

43697

SUBMISSION DATE: 10 APRIL 2016

KMS 3054 Human Resource Information System

Name of the organization:
Asialink Cargo & Packing Agency Sdn. Bhd.

The size of the organization:

Medium

Core business the organization:

Provides transshipment services
a. Cargo handling (loading, unloading, un-stuffing of cargoes)
b. Warehousing (distribution of cargoes, updating stock inventory)
c. Packing (packing and unpacking of personal household effects and other merchandise)
d. Transportation ( provide transport for cargoes on door-to-door service, office or house
removal)
e. Haulage (haulage of containers and heavy machineries)

Organization Chart:

General
Manager
Branch
Manager
Admin
Manager

Admin
Executive

Store
Manager

Storekeeper
Assistant

Operation
Manager
Logistic

Admin
Clerk

General
Worker

Maintainance
trainee

Biling &
Receiving
Clerk

Lorry
Diver

Accountant

General
Worker

Forklift
Driver

Bill
collector

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KMS 3054 Human Resource Information System

Senario:

1. Manual-base leave application

The company still maintains the leave application process manually throughout more than
15 years in operating the transshipment business. Company does not use a system to
manage and record the leave application. The employees who need to apply leave should
go to take the leave application form from admin office and fill in the form at that time.
Admin department needs to prepare the enough application forms to the employees.
Besides, admin clerk needs to collect the forms everyday and pass to the admin manager.
After the approval from admin manager, the admin clerk needs to inform the employees
that his or her leave is approved. It is a part of task for admin clerk to do every day.

2. Wasting time, money and resources

It is wasting money, time and resources to photocopy the form and prepare it. Beside of
work for preparing the application forms, admin executives also need to calculate the
number of leave that the employees apply in the company and keep updating with every
employee in every week. He or she also needs in-charge on payroll by deducting the leave
that employees apply for and conclude the salary for every worker. It spends so much
time on doing this task and easier to get wrong on calculating the number and type of
leave application. Besides, company needs to spend money on photocopy the leave
application forms and waste the resources on paper usage indirectly.

3.

Lack of using Human Resource Information System

The admin department does not use human resource information system to manage the
personnel information. They use skype software as their platform to communicate with
other colleagues from other branches for their management. They also use the billing and
receiving system to record their business but no intention on adding the human resource
information system for their management. Meanwhile, there is no any platform for
employees to use and search for their own personnel information such as the number of
leave they have.

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KMS 3054 Human Resource Information System

Proposed HRIS for your organization:
Leave application system

Perform feasibility analysis:

a) Technical analysis

The company had provided the computer and internet system for employees to carry
out their business usage such as billing and receiving system. Almost all the
employees who work inside the office have their own computer to do their work.
Instead of that, employees also need to learn on using Skype to connect with
colleagues from other branches to ease their works. From this situation, it is possible
to add on a new system for employees since the hardware is provided to the
employees throughout many years. The company have the ability to use this system
because the employees can use the computer actively with basic technological
knowledge. The new system can be integrated with current business system to ease
the employees and admin staff.

b) Organizational analysis

Through the utilization of leave application system within the department, it can help
employees and managers to improve their productivity. This is because it can save
time and prevent the hassle of maintaining bulky spreadsheets. The leaves will be
easily allotted to every employee on monthly or yearly basis which can be viewed
later by the employers. It can also help in reducing errors that often result in many bad
issues and even financial loss for the company. This is because the accuracy is
assured as there is no manual work is involved. Hence, the chance of any error being
made is eliminated. Employers also can keep track of leaves taken by the employees.
Besides, most of the employees in the company are generation Z. There is easier for
them to learn a new system since they often keep in touch with smart phone and
internet.

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KMS 3054 Human Resource Information System

Working schedule

Industrial
Standard
Actual
Duration
(80 days)

Planning
15%

Analysis
20%

Design
35%

Implementation
30%

Total
100%

16 Days

17 Days

28Days

20Days

80 Days

Planning

16d

Wed 9/3/16

Thurs 24/3/16

1.1 Define a project name

5d

Wed 9/3/16

Sun 13/3/16

1.2 System request

6d

Mon 14/3/16

Sat 19/3/16

1.3 Define the component needed to start the system

5d

Sun 20/3/16

Thurs 24/3/16

Analysis

17d

Thurs 25/3/16

Sun 10/4/16

2.1 Identify the organization needs

5d

Thurs 25/3/16

Wed 30/3/16

2.2 Determine feasibility

6d

Thurs 31/3/16

Tue 5/4/16

2.3 Construct the paper prototype

6d

Wed 6/4/16

Sun 10/4/16

Design

28d

Mon 11/4/16

Fri 29/4/16

3.1 Design the real prototype

10d

Mon 11/4/16

Wed 20/4/16

3.2 Getting feedback from user and improve prototype

10d

Thurs 21/4/16

Sat 30/4/16

3.3 Finalise the design

7d

Sun 1/5/16

Sat 7/5/16

Implementation

20d

Sat 8/5/16

Fri 27/5/16

4.1 Consult with expert

7d

Sat 8/5/16

Sat 14/5/16

4.2 System presentation

7d

Sun 15/5/16

Sat 21/5/16

4.3 Top management agreement

6d

Sun 22/5/16

Fri 27/5/16

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KMS 3054 Human Resource Information System

Gantt chart

12/12

1/31

3/21

5/10

6/29

1.1 Define the project name

1.2 System request

1.3 Define the component needed to start the
system
2.1 Analysis the output of the system

2.2 Construct the flowchart of the system

2.3 Construct the paper prototype

Duration (days)

3.1 Design the real prototype

3.2 Getting feedback from user and improve
prototype
3.3 Finalise the design

4.1 Consult with expert

4.2 System presentation

4.3 Top management agreement

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KMS 3054 Human Resource Information System

Limitation of proposed project

The company does not use a system for leave application because the employees lack
of technology knowledge to use a new system for upgrading the management in organization.
Less computer-based training is provided to them as they are limited themselves in using
basic and certain software such as Microsoft excel and Microsoft word.
There is limited of information from the company to assist in this proposed project
because each organization usually would keep their private information from public eye.
They do not like to expose their companys issues to public as it may destroy their reputation
in business. Meanwhile, they also do not like to let us to intervene on their management. This
will cause the lack of information we get from their operation system process.
Besides, we are limited of time and knowledge to create a new and effective system
for the organization in these 80 days. We need to spend more time to learn through the
lectures that are given and explore by self in extra time. It is quite challenging for doing this
project in a limited time with limited knowledge.

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