Bank Asia's Human Resource Management and HRIS Study

A Study on Human Resource Management and Human Resource Information System of Bank Asia 1
1.0 Historical Background of Bank Asia
“For A Better Tomorrow” is the mission of Bank Asia Limited through a

contemplation of assuring ‘A professional term of Bankers is running the day-to-day
operation of the Bank’.
Bank Asia Limited is a schedule Bank under private sector established under the ambit
of Bank Company Act, 1991 and incorporated as a Public Limited Company under
Companies Act, 1994 on September 28, 1999. The Bank started commercial banking
operations effective from November 27, 1999. It was the time when a rapid economic
development in the country concurrent with urbanization and life style change created
demands for new products and services.
Bank Asia Limited is one of the most successful banks among the third-generation
private banks. The bank has successfully entered its tenth year of operations. With
professional and dedicated team of management having long experience, commendable
knowledge and experience in conventional and modern banking, the bank has achieved
success among its peer group within a short span of time. Since its humble beginning in
1999, it set milestone by acquiring the business operations of the Bank of Nova Scotia of
Canada, first in the banking history of Bangladesh. It again repeated the performance by
acquiring the Bangladesh operations of Muslim Commercial Bank Limited (MCB), a
Pakistani Bank. This has added to the strength and courage of the bank. With all
recourses, the management of the bank family believes that the bank would be able to
encounter problems that may arise both at micro and macro economic levels.
Within a short span of time Bank Asia has established itself as one of the first growing
local private banks. It has at present a network of thirty two branches serving many of the
leading corporate houses and is gradually moving towards retail banking. Its other
significant delivery channel is the shared ATM networks and Bank Asia has 28 ATMs.
2.0 Human Resource Management of Bank Asia Limited
Human resource development and management has been proved as one of the most
critical aspects of attaining organizational effectiveness. Human Resource Management
(HRM) is concerned with the ‘people dimension in management’. Bank Asia Limited,
since its inception, has placed equal emphasis on all the four key functions of the process
of HRM-acquisition, development, motivation and retention. The various programs
undertaken by the Bank Asia to enrich the quality of human resource are mainly aimed at
increasing professional knowledge and skill levels of employees through training and
development, in order to form a well-equipped work force for providing excellent services
to the customers.
Moreover, top executive of the Bank are frequently send abroad for enabling them to
know the functions and mechanisms of financial, money and security market of the
developed countries and also to exploring business opportunities. Quit a large numbers of
executives and officers of the Bank have so far been trained at Bangladesh Institute of
Bank Management (BIBM), Bangladesh Bank Training Academy (BBTA) etc. covering
divers areas of the financial system including commercial banking as carefully selected
are largely concentrated around core banking issues like credit management, international
trade, treasury management, audit and inspection, loan review & monitoring and project
management.
2.1 Job Requirement Analysis
For effective recruitment and selection HR personnel of Bank Asia does job
requirement analysis at first. In which post they need how many employee(s), what should
be qualification of that employee(s), in which time they need the employee(s), for rural
branch or out side of Dhaka branchs from where they have to recruit employee(s) etc.
Without this requirement analysis an organization can not requite effectively and
efficiently.
2.2 Hierarchy of Bank Asia
President and Managing Director
Deputy Managing Director (DMD)
Senior Executive Vice President (SEVP)
Executive Vice President (EVP)
Senior Vice President (SVP)
Vice President (VP)
First Vice President (FVP)

Executive
Level Assistant Vice President (AVP)
First Assistant Vice President (FAVP)
Senior Executive Officer (SEO)
Executive Officer (EO)

Officer
Level Senior Officer (SO)
Management Trainee (MT)
Officer
Junior Officer (JO)
Assistant Officer (AO)
Banking Officer (BO)
Trainee Officer (or Teller)

2.3 Recruitment
Recruitment refers to process of finding right people for the right job or function,
usually undertake by Human Resource Department. Advertising is commonly part of the
recruiting process, and Bank Asia does it through newspapers. Mainly two newspapers
they advertise for Prothom Alo and Daily Star.
Different job required different skills. So, suitability for a job is typically assessed by
looking for skills, e.g. communication skills, computer skills. Evidence for skills required
for a job may be provided in the form of qualifications (educational or professional),
experience in a job requiring the relevant skills or the testimony of references.
2.3.1 Recruitment Process
Management Trainee recruitment process is different than other employee. In case of

Management Trainee Bank Asia take written examination. Other employees recruitment
process are as follows.
After advertising the newspaper the Banking Officers and Trainee Officers of Human
Resouece Department collect the CVs from receiption desk. CVs are posted by hand or by
post. HR employee priliminary screen the CV by matching the post they want for. With
the instruction of First Assistant Vice President (FAVP) of HRD Banking Officers and
Trainee Officers start to entry the CVs in the software. Software is also screen the by
matching the criteria, because software is designed as the criteria set up. If the criteria
don’t match the software will not allow to entry the CV. After entering the CV in the
software they printout the CV statement in quize format, six CVs are in one page . A
sample CV statement in given in the Appendix A.
With the statement the Banking Officers go to the Head of the HRD. The Head of the
HRD,Senior Executive Vice President (SEVP), Executive Vice President (EVP) do an
informal discussion and screen the CV. Then these top level managers give a schedule for
interview. First Assistant Vice President (FAVP) of HRD set the vanue for interview and
call the top level management to lead the interview. Banking Officers call the candidates
to attend the interview.
Preliminary CV
Screening by
Entering
Software
CV Screening by
Head of the
HRD
Preliminary
Interview
Selected
Candidates
Interview of
Selected
Candidates from
Preliminary
Interview
Final
Interview
Figure 1: Recruitment Process
If the preliminary interview is successful, the candidate will be invited to another

interview. Then the selected candidates have to face the final interview. It is not set that,
there will be three interviews. It could be four or more, depends on situation and post.
All interviews are panel interview and the questionnaire of the interview could be
direct or non-direct.
2.4 Joining
After selecting from the recruitment process bank offer the candidate to join the bank.
A sample of Offer of Appointment Letter is attached in Appendix E. If candidate agree to
join the bank then gives him/her appointment letter. In appointment letter the date of
joining, which document should be attached, salary parameters are mentioned. With the
reference of appointment letter within the joining date the candidate have to come in the
Human Resource Department (HRD) in the Corporate Office. The Banking officer of the
Human Resource Department (HRD) processes the joining. The candidate have to fill up a
joining form, in which there are personal information, references, nominees name and
percentage of given power of provident fund etc. S/he has to sign the Code of Conduct,
and submit a joining letter and a confirmation letter. Banking Officer verifies his\her
certificates, and collect nationality and medical certificates. In terms of some employee
like Management Trainee, they have to sign bond to join the service. These all documents
will enclose in his/her personal file. After collecting all the documents Banking Officer
creates the candidate’s personal file and go to the Head of the HRD and DMD to accept
his/her joining. After accepting his/her joining, now the candidate becomes an employee
and Human Resource Department (HRD) gives him/her a posting order. In that posting
order the branch and date of joining are mentioned. With the reference of that posting the
employee have to report the mentioned Branch Manager within the mentioned date.
A personal file contains:

CV
Offer of Appointment Letter and Appointment Letter
Office notice of selected employee (with sign of FAVP, SEVP, MD)
A copy of Certificates
Joining Form
Confirmation and Joining Letter
Posting Order and Released Order
Training Information (If any)
Annual Confidential Report (ACR)
Office notice of interview for Confirmation of Service
Confirmation of Service Letter

New Pay Scale
Provident Fund Information
Leave Fair Assistant (LFA)
Office notice of interview for Promotion
Promotion Letter (If any)
Leave Information (If any)
Trade Allowance and Daily Allowance(If any)
Loan Information (If any)
2.5 Posting and Transfer
An employee first joins in the Human Resource Department (HRD) in the Corporate
Office. After accept his/her joining s/he is posted to Branch Office. Before to get the
posting order employee doesn’t know in which Branch s/he will be posted. All jobs are
transferable in this Bank Asia. The Competent Authority has the right to transfer
employees of the Bank from one department to anther department or from one branch to
another branch of the Bank. Human Resource Department keeps one copy of posting in
employee’s personal file and the copy of posting order distribute among employee, the
FVP and manager of employee’s branch, DMD and head of Corporate Affairs and
Administration, Managing Director’s Secretariat Bank Asia Limited, the FVP and
manager of branch where employee will be posted and IT Department.
2.6 Annual Confidential Report (ACR)
Annual Confidential Report (ACR) is the evaluation report on the work

performance and personal skills. In a ACR report there will be the basic information like
employee’s personnel information, period of evaluation start to end, remarks (if any), rater
name etc. This evaluation based on five-likart scale (Below average 1, average 2, good 3,
very good 4 and outstanding 5), we can see an ACR form format from Appendix D1 to
Appendix D4. Bank Asia evaluates two factors, one is personal traits and other is
performance factors.
In personal traits evaluation there are ten things.

1. Discipline and Punctuality
2. Initiative and Drive
3. Team Spirit
4. Intelligence, Diligence and Alertness
5. Honesty, Integrity and Sincerity
6. Interpersonal Relationship Skill
7. Creativity and Innovations
8. Flexibility
9. Loyalty and Devotion
10. Fitness
And in performance factor there are also ten things.

1. Professional Knowledge
2. Improving Corporate Culture
3. Decision making ability
4. Ability of visualize and plan
5. Ability to act on emergent situation
6. Ability to implement decisions
7. Ability to guide and create team work
8. Communication Skills
9. Customer Relationship
10. Acquaintance with technological improvement
An employee has not any right access to his/her ACR, but s/he will be informed; so
that s/he can correct/improve/rectify himself/herself from his/her weaknesses if s/he has
any.
After finishing the Annual Confidential Report (ACR) in paper HR department enter
those reports in the database. Figure 21 is the ACR fill up form and from Appendix D1 to
Appendix D4 is the sample ACR report of Bank Asia.
2.7 Confirmation of Service
When an employee joins in the service s/he will remain under provision of one year. If the
employee performs satisfactory in his/her job s/he will confirm of his/her service and that
is normally a promotion. For example, one employee joins as a Teller or Trainee Officer,
if his/her performance is satisfactory then s/he will confirm as Banking Officer (BO). If
the employee’s performance is not satisfactory then the bank can extent the provision or
can confirm as Teller or Trainee Officer.
2.8 Leave Fare Assistant (LFA)
Leave Fare Assistant is the fifteen days leave with one month gross salary amount
payment, and this payment will not count in monthly salary. After one year of
confirmation of service every employee will get this facility for every year. For mental
and physical recreation of employee Bank Asia provide this facility and this mandatory
for an employee.
Leave Fare Assistant is payable to the employees or their nominee(s) who are not
in the payroll of the bank on the date of payment due to retirement/death. With the
provision that those who have completed one full year of service in the Bank before the
date of payment will receive entire amount of LFA and others not completing one full
year on the date of payment will receive LFA proportionate to his/her period of service
during the concerned year.
2.9 Leave
Following kinds of leave allowable to employees of the bank,
2.9.1 Earn Leave

On completion of period of one year of continuous service in the Bank all
employees get earned leave on full pay. The maximum amounts of such leave that may be
accumulate four months.
2.9.2 Disability Leave

Disability leave may be granted by the Board to an employee who is disabled by
injury inflicted or caused in accident.
2.9.5 Study Leave2.9.3 Maternity Leave

Maternity leave may be granted by the competent authority to an employee for a
maximum three months period at a time.
2.9.4 Casual Leave

Casual leave means a leave of absence for very short period of days, granted to an
employee who may be unable to attend duty due to sudden illness or urgent private/family
affairs.
On completion of period of three years of continuous service in the Bank

employee may earn study leave without any pay and allowances, for a period not
exceeding two years may be granted by the Board to an employee to enable him/her to
study considered useful for his/her services under the Bank.
2.10 Pay and Allowance
The scale of pay and other allowances of officers and employees of the bank are
prescribed by the Competent Authority from time to time. The initial pay of an employee
appointed or promoted to the higher post are ordinarily fixed at the initial stage of the
scale of pay of the post to which he promoted or appointed.
President and Managing Director to Banking Officer the salary breaks down are Basic
pay, House Rent Ceiling, Conveyance Allowance, Medical Allowance and Entertainment
Allowance. Here House Rent Ceiling is 54%, Conveyance Allowance is 26%, Medical
Allowance is 10% and Entertainment Allowance is 10% of basic salary. Tellers and
Trainee Officers are got Consolidated Salary only, because they are on provision period.
Top level Officers from President and Managing Director to First Assistant Vice President
(FAVP) got extra charges like House Maintenance, Utilities and Car Maintenance. Deputy
Managing Director (DMD) and Senior Executive Vice President (SEVP) got Electricity,
Gas, Telephone and Domestic Aids also.
President and Managing Director to Executive Vice President (EVP) got direct car
from the bank. From Senior Vice President (SVP) to First Assistant Vice President
(FAVP) got Car Loan facility. And President and Managing Director to First Assistant
Vice President (FAVP) got House Loan also. These loan special for bank staff only, and
the name of these loan are Staff Car Loan, Staff House Building Loan. The bank takes
only 7% interest on these loan.
Group Insurance facilities will get the entire confirmed employee. This insurance
basically health insurance and will get facilities on only hospitalization. In this insurance
officers and executives will get the benefit of one spouse and two children.
2.10.1 Kinds of Terminal Benefits

The following kinds of terminal benefits are allowable to a regular and full-time
employee of the bank.
Gratuity
Contributory Provident Fund
Benevolent Fund
2.10.2 Festival Bonus

Regular employee will be entitled to Festival Bonuses payable on the occasion of Eid-
ul-Azha and Eid-ul-Fitre. The bonus amount will be the half of his/her salary.
2.10.3 Performance Bonus

If the bank makes profit, the employees will be entitled to 3% of pre-tax profit as
performance bonus. Fifty percent of such bonus distributed on the basis of basic pay of an
employee, and balance fifty percent on the basis of performance of individual employees.
Performance appraisal for the purpose made on the criterion set by the management time
to time.
2.10.4 Cash award

The Competent Authority may grand cash reward to any of its employee for
performance of a work which is occasional in character and innovative or research and
development oriented warranting special merit as to justify the payment of the same.
2.10.5 Rewards for Passing Banking Diploma Examination

The employee of the who will pass Banking Diploma Part-I Examination in the first
chance will get a cash reward of TK.25,000 and those who will pass Banking Diploma
Part-II Examination in the first chance will get a cash reward of TK.50,000. Those who
will pass Banking Diploma Part-I Examination in the first chance securing highest mark
will receive an additional cash reward of TK.25,000 and those who will pass Banking
Diploma Part-II Examination in the first chance securing highest mark will receive an
additional cash reward of TK.50,000.
The cash rewards for Banking Diploma Part-I and Part-II Examination in one more
than one setting will be TK. 10,000 and TK. 20,000 respectively.
2.10.6 Annual Increment

If employee’s service records and Annual Confidential Report (ACR) are satisfactory
then the Competent Authority sanctions the increment on the salary. The percentage of
salary increment is not fixed; it varies on Competent Authority decision. If the service
records and Annual Confidential Report (ACR) are not satisfactory of an employee then
the Competent Authority put him/her on special report for a period not exceeding six
months and upon receipt of such report may sanction the increment either from
demonstration or from immediate effect or may defer it for the whole year.
If an employee recognized of his/her outstanding and meritorious performance then the

Board may decide to give him/her another special increment in one year period of time.
2.10.7 Travel allowance and Daily Allowance

When bank send any employee for training and call any employee for interview then
the bank will give him/her travel allowance and daily allowance. In this case the employee
has to claim his/her allowance with bus/ train/ plane tickets. Human Resource Department
will verify the claim and pay the employee.
2.11 Promotion
The criteria for promotion to a specified post usually merit-cum-seniority. A person

will be eligible foe promotion if he has the satisfactory records of service, meets the
criteria for promotion, and has clear recommendation for promotion in his/her ACR. If
there is any departmental proceeding in underway against him/her or any penalty other
than censure or warning has been imposed on him/her within the last three years then the
employee will not be promoted.
In terms of every promotion the employee has to face interview board. There are
number of years to become eligible for promotion from the ranks mentioned below to the
next higher ranks:
Post Eligibility for promotion

Officer Two years experience as Junior Officer or one year’s
experience as Probationary Officer selected through
competitive test.
2.12 Training
Training is the processes of teaching the employee the skill for their better act upon on
the job. Training is very helpful for the employees for their better performance. There are
many methods of training, but in the banks of Bangladesh two methods are commonly
used, lecture and on-the-job training. Many institute and banks like BIBM, IBA, World
Bank, Asian Development Bank, Bangladesh Bank, Citi Bank etc arrange varies kind of
training. Lots of banks of Bangladesh have their own training institute and other banks
employee can participate in that training. Bank Asia’s employees also participate in the
other banks training also. Bank Asia doesn’t have its own training institute but this bank
arranged many type of training in its corporate office and other banks employees can
contribute these trainings. A number of trainings are specific for specific department like
Awareness of fake money, money laundering, Q-cash debit card are compulsory for cash
department employees. Other trainings are like Customer Credit Scheme and Lease
Finance Scheme, Credit Risk Grading, Credit risk Management, Loan Classification and
Provisioning, Loan Documentation, Lessons Learnt from Credit Feature, Structured
finance for Large Projects in Bangladesh, Exchange Rate Management etc.
Employee can not participate any in-house training from their own interest, Human
Resource Department will select the employee to participate the training. Human
Resource Department sends office notice to those employees to attend the training. After
attending their training the employee have to submit a report on that training to the Human
Resource Department. Some times Human Resource Department sends the employee to
attend the training outside of the Bangladesh.
2.13 Resignation
When an employee wants resignation, he has to apply in Human Resource

Department. He should notice Human Resource Department three months before he
resign. If he fail to inform three months before then he has to pay three months gross
salary amount taka.
After an employee applying for resignation Human Resource Department will query
all the branches that the employee has any transaction with any branch or not. If the
branches reports are ok then the Head of HRD approve his/her resignation and send to the
employee’s Branch Manager.
3.0 Information Technology at Bank Asia Limited
An information system is usually a technically set of interrelated components that

collect, process, store and distribute information to support decision making and control in
an organization. Now a day the financial services industry, especially the banking sector is
undergoing revolutionary changes with the advent of modern technology and introduction
of new products based on the electronic system, the concept of conventional banking has
been changed.
In Bangladesh, although the banking industry are lacking a total integrated

banking software solution of international standard, however, Bank Asia Limited put its
best efforts to introduce a computerized banking system which provides efficient, reliable,
fast service and accurate information to its customer as well as management, shareholders
and regulatory bodies.
3.1 IT Support
Stelar the software has been developed and customized by ERA-InfoTech Ltd. A
joint venture IT Company set by ETA-InfoTech of Dubai, Bank Asia and RANKS-ITT.
Adequate number of system/business analyst and programmers are dedicated towards
development / customization of the software and after sales service. ERA-InfoTech has
arrangement for continuous updating of technology, programming and management skill.
The company enjoys the technical support from ETA- InfoTech, UAE.
3.2 Banking Operation
All branches of the Bank including the Corporate Office have a Stelar Based Local
Area Network (LAN), which is a multi-user and most reliable and internationally
recognized secured Operating System. This banking program supports all core banking
facilities including: Current Accounts, Savings Accounts, Foreign Currency Accounts,
term and Fixed Deposits, Loans and Advances, Special Schemes for Deposits and
Advances etc. Besides the maintenance of various types of customer account, calculation
and applications of interests, automatic deduction of various types of taxes on lives, the
bank’s books of accounts are also fully automated and integrated in to the banking
software thus the Balance Sheet, Statement of Affairs and other management reports and
generated by the computer system under Bank’s Standard Chart of Accounts on daily
basis.
3.3 Back Office Automation
Apart from the Front Office Automation and Automated book-keeping system of
the bank, the bank has introduced computerized Provident Fund, management System,
Inter Bank Reconciliation, Share Management System, MIS, Central Bank’s reporting.
The in-house software development team developed a L/C Management module in the
same system, which covers the entire L/C operation starting from L/C opening,
processing, vouchering, maintenance and retirement of L/C.
3.4 Human Resource Information System of Bank Asia
Bank Asia has fully automated Human Resource Information System (HRIS). From an
employee start to end they keep all records in their information system. For a manual back
up they also maintain every employee personal file also. The software they use that’s
name is Stelar and Human Resource Department use one portion of Stelar software. Every
employee can access his/her own information recorded in database from his/her own
account.
The employee of Human Resource Department can enter new data, modify previous
data and enquire previous data. They don’t have right to delete any entry. So they have to
very careful about entering the data. If any wrong information is entered then they have to
contract IT Department to delete the record and have to explain that why this mistake is
happened. Here I’ll discuss how Human Resource Department use Stelar and maintain the
records.
3.4.1 Log on to Stelar
To ensure the security in the program this option is use. To start the software the user
has to double-click on icon of HRD on user computer desktop. Then immediately a login
form comes. Then he has to write username, password and database name to connect.
Figure 2: Login Screen
After verifying the user name and password enter to the database. Database window as
follows
Figure 3: Window in the database
After double-clicking the HR Management icon the software appears second login
form.
Figure 4: Second Log in form

Second log login form needs different user name and different password also. Then it
enters into main menu.
3.4.2 Main Manu
Main Manu is used to open the new form of personal official, updated forms and
destination table entry form. This form has also menu module by which user can enter any
specific form. Also user can enquiries, take help, generate report and know about software
from menu module.
After login, main form comes with different button and menu module. The user
has to click on specific button to open any blank form to entry newly recruited employees
information or to know any employees information.
Figure 5: Main Manu
3.4.3 System Module
All branches and departments can not access all the information in the software.
Different branches and departments have right different information to access. Branches
and departments have no right to add or modify any information; they can only enquire
the information. First Assistant Vice President (FAVP) and Senior Executive Officer
(SEO) of Human Resource Department give the right to different departments and
branches to access the different information.
Figure 6: Branch and Department Access form
3.4.4 Employee Basic Information Form
Employee basic Information form is used for new employee adds, if necessary modify
or enquire the employee’s basic information. Human Resource Department has no rights
to delete any entry. If they entry and save any wrong information then they have to
contract the IT Department to delete the entry. So they have to be careful about entering
and saving any entry.
To start with, the user has to click on the Add button to entry newly recruited
employees information or to modify user has to press Mod button. In the basic master file
the information they maintain are personnel information, personal information,
compensation, leave, department, address, education and extra curriculum activities.
3.4.5 Personnel Information Form
Employee personnel Information form is used for new employee adds, if necessary
modify or enquire and clear the employee’s data from Employee Personnel Information
form.
To start with, the user has to click on the add button to entry newly recruited
employees information. In personnel information the user have to entry Department,
Branch, Designation, Grade, Zone, Nationality, Religion, Marital Status etc. Or user can
modify the records by pressing Mod. Red color fields are must required for fill up the
form.
Figure 7: Employee Master Maintenance (Personnel Information Form)
These personnel information will used in every step in employee’s record. Such as ACR,
Increment, New Pay Scale, Promotion etc.
3.4.6 Personal Information Form
For new employee add, if necessary modify or delete, to enquire Personal Information
Form is used. In personal information there is Father Name, Mother Name, Date of Birth,
Height, Weight, Blood Group etc.
It could be happen that when an employee checks his/her detail information he could
find any wrong information in his/her details. Then call or mail to HRD mention about
that problem and the Senior Executive Officer of HRD could modify his/her information.
Figure 8: Employee Master Maintenance (Personal Information Form)
3.4.7 Compensation Information From
Compensation Information Form is used when initial salary is recorded for specific
designation. Only these data are inserted and updated based on decision of top level
management or administrator. Some time top level management need to know employees
pay scale structure because decision on increment salary depend on this information. This
form is employee’s salary information then follows the step which is written in other
previous forms description.
To start with, the user has to click on the add button to entry newly recruited
employees salary information. Here user need not calculated total salary which composed
basic salary, house rent, conveyance allowance, medical allowance and entertainment
allowance etc. After enter salary and all allowance then automatically total salary will be
recorded. In Compensation Form there need Pay Cycle, Account Number, Insurance
Number etc.
Figure 9: Employee Master Maintenance (Compensation Information Form)
3.4.8 Leave Information Form
Leave Information from is used to maintain the leave information of employee. When
an employee wants leave, he first applies to Human Resource Department to grand his/her
leave. Human Resource Department check his/her history of leave from this information
to find out that is he eligible for leave or not.
In this form Human Resource Department can add new leave information, modify
earlier information or can enquire the information. In this form Human Resource
Department has no rights to delete any entry. If they entry any wrong information then
they have to contract the IT Department to delete the entry.
Figure 10: Employee Master Maintenance (Leave Information Form)
3.4.9 Dependent Information Form
Dependent Information from is used to maintain the dependent information of

employee. For each dependent of the employee the different from is used. Here records
dependents name, the relationship with the employee, sex, date of birth and if the
employee select depends as his/her nominee then what percent benefit he give his /her
depends that information.
This information will utilize on group insurance, provident fund etc.

Figure 11: Employee Master Maintenance (Dependent Information Form)
3.4.10 Address Form
Employee basic Information form is used for new employee adds, if necessary modify
or enquire the employee’s data from contact form. To start with, the user has to click on
the add button to entry newly recruited employees information. Here user can entry the
employee’s permanent and present address, contact number, fax, email etc respectively. If
user wants to see and modify/update specific employee’s information then he has to press
modify button and write employee id then press enter. All information will come about
that employee then user can modify the information and press F10 to save the update
information. This process is applicable for every form.
Figure 12: Employee Master Maintenance (Address Form)
3.4.11 Education Information Form
Educational Information form is used when new employee recruited .Then his/her
educational background is recorded. Employee’s educational data is needed, when
administrator or management need to see any specific employee’s educational
background. This form is used to add, modify and enquire the employee’s educational
information.
To start with, the user has to click on the add button to entry employees Educational
information. Users can entry more educational information for any specific employee as
needed.
Figure 13: Employee Master Maintenance (Education Information Form)
3.4.12 Experience Information Form
This form is used to keep record of employee’s previous job experiences .This form
keeps record organization name, his/her previous designation and duration of work. Some
time management need to know employees previous job experiences.
To start with, the user has to click on the add button to entry employee’s previous job
information. He needs to type last designation, duration of work and company or Institute
name, area concentration, working from to end date. All data which are added for any
specific employee’s are in tabular format.
Figure 14: Employee Master Maintenance (Experience Information Form)
3.4.13 Extra-Curriculum Information Form
Other Information form is used when new employee recruited or some time any
employee has any extra curriculum. He achieved like awards, medal. This form is needed
to add, modify and enquire the employee’s extra-curriculum information.
To start with, the user has to click on the add button to entry employees other
information. User can entry more other information for any specific employee. All data
which are added for any specific employee’s are in tabular format.
Figure 15: Employee Master Maintenance (Extra-Curriculum Information Form)
After entering all the data they can press Report button (top of the right corner) to get the
report. A sample employee details report is attached in Appendix B.
3.4.14 Training Information Form
Training Information form is used when an employee take one or more training from
office or some time any employee has taken any training from any certified organization
or non-certified organization. This form is needed to add, modify and enquire the
employee’s Training information.
To start with, the user has to click on the add button to entry employees training
information. Only administrator can entry more training information for any specific
employee. All data which are added for any specific employee’s are in tabular format
Figure 16: Employee Master Maintenance (Training Information Form)
3.4.15 Promotion/ Increment and Other Changes
These from is used to entry Joining Information, Confirmation of Service, Increment,

New Pay Scale, Promotion, Resigned, Posting Information etc. To update these
information first user have to click add button, then give employee id, reference no,
document and effective date etc. For joining every employee will join in HRD of
Corporate Office. Then posting change the branch and department. In promotion change
the designation and compensation. In New Pay Scale and Increment change the
compensation.
That’s how this information will affect the employee service record. In Appendix C a
sample report of employee service record is given. Here the graphical presentation shows
how an employee’s designation changes and in tabular from shows the employee get how
much Increment, New Pay Scale, Promotion in his/her service life.
This information also affects the ACR. We see in front page of ACR in Appendix D1
the employee history with Bank Asia. Here it shows the periods of his/her posting in
different places.
For modify user have to press Mod and for enquire press Enq. HR Department don’t
have right to delete the entered data. So Del button is inactive here.
Figure 17: Joining Information/ Confirmation of Service/ Increment/

New Pay Scale/ Promotion/Resigned/ Posting Information Entry Form
This is another part of from is compensation. To update the compensation this from is
used. In Promotion, Increment, New Pay Scale the compensation will definitely changed.
We can see the salary brake down here and the old amount with increased amount. So it is
easy to identify that how much salary is increased.
For modify user have to press Mod and for enquire Enq. HR Department don’t
have right to delete the entered data. So Del button is inactive here.
Figure 18: Compensation for Joining Information/ Confirmation of Service/

Increment/ New Pay Scale/ Promotion/Resigned/ Posting Information Entry Form
To find out any document first press Mod and then F9 then a table comes like figure
19from where user can easily find out by giving Employee Id or document number of the
document.
Figure 19: Finding a Document
After entering all the data press F10 to save the data, then the system will generate a
reference number like figure 20. System generates reference number not only for this
record but for all record saving. The user has to note down this reference number, because
if any problem occur then they can find out through of reference number.
Figure 20: After saving System generate reference number
3.4.16 ACR Module
To entry ACR information this from is used. Here user have to fill up date from start to
end, Rater name and designation, Employee id, name, designation and joining date etc.
Other information which we saw in ACR front page report in Appendix D1 such as
employee education and training, history are comes from employee master file.
Then two factors are in two tables and each has ten questions. The user has to fill
up the rating column and save by pressing F10. The sample report from Appendix D1 to
Appendix D4 will generates after pressing the report button.
Figure 21: ACR fill up form
3.4.17 Leave Management
This form is used to maintain leave information. If any employee apply for leave
then this from is used. The needed information for this from are type of leave, date of
apply, Employee id, department, designation, branch, leave start to end date, purpose of
leave and also leave balance (if any). Then user has saved by pressing F10.
Figure 22: Leave application
After fill up the leave application from, if the application is approved by HRD then
leave approval form is used in figure 23. Only Senior Executive Officer has right to use
this from and he approved in this from. After approving leave in this from this information
will direct affect the employee master file. From employee master file it is easy to find out
how many time he takes which leave.
Figure 23: Leave approval form
3.4.18 Recruitment Module
As we saw in recruitment process after getting the CV’s the Banking Officers and
Trainee Officers of Human Resouece Department start to entry the CVs in the software
with the instruction of First Assistant Vice President (FAVP) of HRD. This from is used
to entering the CVs.
The top of the left corner in this form we see the Criteria of Application, here user
have to put what type of application is this, like applied for any specific position or any
suitable position or not. Date of Birth counted as years, months and days. Minimum
Education Level and minimum first division is required. If any candidate didn’t match the
any requirement of these then the software will not let them allow entering the CV.
Figure 24: CV Entry From
After matching the criteria then comes applicant details information. Here user has
to enter the candidate personal information. Then Language Proficiency in the top of the
right corner. In the right side extra-curriculum activities, Last salary, Expect Salary (If
any).
In top of the right corner Education button. After pressing this button a table like
figure 25 will come. Here user has to put Exam name, Organization name, Board, Result,
Department, Passing year etc. Then press F10 and save the record.
Figure 25: Education Information for Candidate in CV entry Form

Then experience information. After pressing Experience button a table like figure 26
will come. Here user has to put (if any) Last Designation, Company name, Area of
Concentration, Start to End Date etc.
Figure 26: Experience Information for Candidate in CV entry Form
After pressing Training button a table like figure 27 will come. Here user has to put (if
any) Branch name, Department name, Course Description, Organized by, Start and End
Date etc.
Figure 27: Training Information for Candidate in CV entry Form
After entering all the data press F10 to save the data, then the system will generate a
reference number like figure 20. System generates reference number not only for CV
record but for all record saving. User has to note down this reference number, because if
the interviewee selected in the interview then HR employee can select those interviewee
in database by using the form given in Appendix F and also can approve those interviewee
by using the form given in Appendix G by these reference number or if any problem occur
then they can find out through of reference number.
The benefit of these applicant selecting and approval form use is, after selecting and
approving an applicant in the database then HR employee can get the data for employee
master file, so they don’t have to fill up the master file again, they just have to check the
paper personal file.
4.0 Reports
Reports are designed mainly for top level management to use corporate data in any
organization to make intelligent business decisions. In all reports of the proposed system
based on employee identification no or .No further query or choice for any report except
employee id no. When any user want to print any report on any specific subject then click
on preview button of that form from the employee information software .Then a parameter
form comes to select specific employees report . Most of the reports have common things
like printing date option, page no and corporate and report heading.
4.1 Employee Basic Information Report
Why need this Report
Some time Management needs specific employees to contact, to get basic

information about employees or to get employees previous job information to take
administrative decision. For this reason this report is generated. User generates this report
from the employee basic information form. Select the employee emp_id range and click
on OK button. Then the report on selected employees will be shown at printable view.
User then print information or Go to file-> print and print the report. A sample report is
given in Appendix B.
4.2 Employee Service Record Report
Some time Administrator want to see the Employee’s salary unit, service record,
department, and division for taken decision to order his /her promotion or transfer. User
generates this report from the form of employee pay scale structure. Select the employee
emp_id from parameter form and print the report. A sample report is given in Appendix C.
4.3 ACR Report
To evaluate an employee’s performance for take any decision this report is essential.
Enter in ACR Module select the employee emp_id and click on OK button. Then the
report on selected employees will be shown at printable view. A sample report is given in
from Appendix D1 to Appendix D4.
5.0 Recommendation
In Bank Asia I worked in HR Department. Here I got the practical experience of

human resource management and how manage an information system of an organization.
Though it’s my first experience, I got some problems by discussing the HR personnel. So
I would like to recommend about those problems as follows.
5.1 Extension of Human Resource Department
With 32 branches Bank Asia has 808 employees. But in HR department the numbers
of employees are 8 to 10. When something change for all employees like Increment it is
tough for them to update whole employees’ file. It is too hard for HR employees to update
all employees’ data. I have gone through a focus group discussion (FGD) with HR
employees and they also discussing that, the HR department should be gradually extended
at the branch level as the bank is expanding so that each branch has a HR official.
5.2 Stop Reference Appointment
Bank Asia management and particularly the Board of Directors must change the
system of appointing people by giving their reference. It has been deeply observed that
most of the reference appointees are not up to the standard and have a poor performance.
For the sake of the bank’s future and further strengthening the quality of work force, this
tendency to appoint people on reference must be stopped. It may not be absolutely
possible to eliminate the reference appointment system as it is a local private company.
But still the tendency can be reduced to a certain extent if bold steps are undertaken by the
management and the Board of Directors.
5.3 Trained System Operators
Currently the branches do not have qualified system operators, rather ordinary persons
have been appointed in this position and they learned the job by a trail and error process.
This tendency should be eliminated immediately and next time the management or the
concerned department should recruit qualified and skilled system operators who have both
hands on experience as well as some academic background.
5.4 Utilize the Existing System
Bank Asia has fully automated system in Human Resource Department. But they don’t
totally utilize this software. Still they do paper based work. In case of Salary payment they
use Excel Sheet Record. It is true that it is too hard for HR employees to update all
employees’ data. But they have the system and they should utilize that properly.
6.0 Limitations
Due to privacy I can not use the actual information. Like in appendix I gave some
reports, but its not actual information.

I use all the interfaces/figures in the main report for better understanding, so this
report seems big.
There are some things in database that’s I don’t understand or work on due to time
limitation, like After Service Benefit, Bonus Module, Tax Module etc.
7.0 Conclusion
This report is the result of three month’s internship program in the Human Resource
Department of Corporate Office of Bank Asia. Regarding my days spent at Bank Asia, I
gathered knowledge that is going to help me in building my career in future.
In my report, I have tried to reflect my understanding and experience that I have

gathered as correctly as possible. In spite of this, there may be some imperfections.
From the practical point of view I can declare boldly that I really have enjoyed my
internship program at that branch from the very first day.
8.0 Reference
Annual Report of Bank Asia Limited, 2007.
Bank Asia Website. (2008). 25th October. Retrieved from: <http://www.bankasia-

bd.com/>.
Dessler, G (2005) Human Resource Management (10th Ed) Prentice-Hall of India.
Kenneth C. L. & Jene P. L (2003) Management Information Systems (8th Edition),

Prentice – Hall of India, 2003.
Kenneth E. K. (1999). Systems Analysis And Design (4th edition), Prentice Hall. Vol, ##,
pp. 216-230, 505-590.
Wikipedia. . Wikipedia. 8th November, 2008. Retrieved from:

<http://www.wikipedia.org/>.
Appendix A: CV Statement format for Candidates

Appendix B: Employee Basic Information Report format of Bank Asia

Appendix C: Employee Service Record format of Bank Asia

Appendix D1: ACR front page form format of Bank Asia

Appendix D2: ACR second page form format of Bank Asia

Appendix D3: ACR third page form format of Bank Asia

Appendix D4: ACR last page form format of Bank Asia

Appendix E: Offer of Appointment letter format of Bank Asia

Appendix F: Applicant Selection Process
Appendix G: Applicant Approval Process

Bank Asia's Human Resource Management and HRIS Study

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A Study on Human Resource Management and Human Resource Information System of Bank Asia 1

1.0 Historical Background of Bank Asia

“For A Better Tomorrow” is the mission of Bank Asia Limited through a

2.0 Human Resource Management of Bank Asia Limited

2.1 Job Requirement Analysis

2.2 Hierarchy of Bank Asia

President and Managing Director

Deputy Managing Director (DMD)

Senior Executive Vice President (SEVP)

Executive Vice President (EVP)

Senior Vice President (SVP)

Vice President (VP)

First Vice President (FVP)

First Assistant Vice President (FAVP)

Senior Executive Officer (SEO)

Executive Officer (EO)

Management Trainee (MT)

Junior Officer (JO)

Assistant Officer (AO)

Banking Officer (BO)

Trainee Officer (or Teller)

2.3.1 Recruitment Process

Management Trainee recruitment process is different than other employee. In case of

Figure 1: Recruitment Process

If the preliminary interview is successful, the candidate will be invited to another

A personal file contains:

Confirmation of Service Letter

2.5 Posting and Transfer

2.6 Annual Confidential Report (ACR)

Annual Confidential Report (ACR) is the evaluation report on the work

In personal traits evaluation there are ten things.

And in performance factor there are also ten things.

2.7 Confirmation of Service

2.8 Leave Fare Assistant (LFA)

2.9.1 Earn Leave

2.9.2 Disability Leave

2.9.5 Study Leave2.9.3 Maternity Leave

2.9.4 Casual Leave

On completion of period of three years of continuous service in the Bank

2.10 Pay and Allowance

2.10.1 Kinds of Terminal Benefits

2.10.2 Festival Bonus

2.10.3 Performance Bonus

2.10.4 Cash award

2.10.5 Rewards for Passing Banking Diploma Examination

2.10.6 Annual Increment

If an employee recognized of his/her outstanding and meritorious performance then the

2.10.7 Travel allowance and Daily Allowance

The criteria for promotion to a specified post usually merit-cum-seniority. A person

Post Eligibility for promotion

When an employee wants resignation, he has to apply in Human Resource

3.0 Information Technology at Bank Asia Limited

An information system is usually a technically set of interrelated components that

In Bangladesh, although the banking industry are lacking a total integrated

3.2 Banking Operation

3.3 Back Office Automation

3.4 Human Resource Information System of Bank Asia

3.4.1 Log on to Stelar

Figure 2: Login Screen

Figure 3: Window in the database

Figure 4: Second Log in form

3.4.2 Main Manu

Figure 5: Main Manu