HRM TECHNICAL PAPER
First Draft
Submitted by:
Kate Mariel Dizon
Charmaine Dayanan
Fatima Paclibar
Dolorosa Mancera
Ida Karla Duguran
Submitted to:
Randy S. Gamboa
Instructor, IT314
CHAPTER I
INTRODUCTION
Human resources may be considered as the most abundant resource around because a specific place or time can never have too few human resources. An individual is as important as a group of individuals and therefore must be cared for just as well.
In an organization, human resources make up the most essential part of the whole hierarchy. They serve as the backbone of any institution or organization and without them, even the establishment of an organization is impossible, let alone its survival. But since human resources are the most abundant resource, they are the most susceptible to abuse and neglect. And because of their uniqueness, they are the most difficult to manage because of their different personalities.
For an organization to do its function properly the backbone, which is the human resources, must be maintained properly and treated with utmost care. Today, with the dawn of technology, almost everything can be done with ease and the human resources lose their purpose. This is a common misunderstanding that should be corrected by showcasing technology as a means to properly manage and maintain the human resources. Technology should not be seen as a threat and must therefore be utilized to further develop and improve the maintenance of the human resources. This is where technology is interwoven with human resource management.
Thus, this paper will provide a clear example of how technology can be used in human resource management as a tool in improving the human resources. It will present an innovative way to use technology and incorporate it in human resource management. It will also depict the real-life scenario in a company adopted by the authors and develop a system prototype that can possibly enhance the operation of the company’s existing human resource information system.
CHAPTER II
METHODOLOGY
I. Adoption of Company
The group chose a company where they have an acquaintance. A letter of permission addressed to the company’s Regional Director was written by the group. The letter was signed by a group representative, the subject instructor, the director of the Office of Student Services, and the dean of the College the group is affiliated with. The letter was then submitted to the company for receiving and approval. Upon approval, the group proceeded with the study.
II. Preparation of Questions
A set of questions was formulated by the group based on the topics given to them by the subject instructor. The questions involved the company’s background, the functions of their Human Resource department, and other questions related to Human Resource Management.
III. Data Gathering
Necessary data from the company was gathered through a series of visits and interviews conducted by the group. The group interviewed the Chief Administrative Officer of their adopted company and was provided with a printed copy of the answers to the questions they prepared, in addition to the actual interview process. The group was also able to obtain hard copies of the company’s organizational chart and other documents that could probably help in the development of this paper.
The group was also allowed to view the company’s personnel information system and take several screenshots of the system. The interviewed personnel also demonstrated and conducted a brief run-through of the functions of the system. The group took several screenshots but unfortunately, was unable to cover the whole system because of some defects.
IV. Documentation
All the data gathered from the interviews and demonstrations were written down by the group members. Also, during the course of the company visit, the group was able to take several pictures to document the visit.
The data gathered were compiled and re-written into a more understandable and organized manner, in the form of this technical paper. All the information gathered was grouped together into specific chapters to present a clearer and smoother flow of ideas. Drafts for the chapters were made for consultation and checking.
CHAPTER III
PURPOSE, SCOPE AND OBJECTIVES OF THE STUDY
Purpose of the Study
The purpose of the study is to let the students experience learning on a real-world scenario. Not only will the students acquire knowledge inside the four corners of the classroom but also to be able to see how human resource management is being implied in different organizations. In this case, the students will have a clearer perspective of how the theories that are being discussed in the subject proper are practically applied in various companies being chosen and adopted.
Scope of the Study
The group adopted an “open-philosophy” in the process of writing this technical paper. The study is limited to gather information about the company’s HR department, and how it is being operated and managed. The group was allotted approximately four (4) months to choose a company, study their human resource department, gather data,, document the findings, develop the HRIS prototype, and finalize the technical report.
Objectives of the Study
The study aims to develop an HRIS (Human Resource Information System) prototype for the adopted company.
Specifically, the study intends to:
1. discuss the importance of technology in effect to the human resource management;
2. identify business needs and translate them into functional requirements for HRIS implementation;
3. determine the basic components included in the company’s HRIS
CHAPTER IV
BACKGROUND OF THE COMPANY
I. Historical Background
The National Economic and Development Authority (NEDA) was created in 1972 as an independent economic and planning agency which shall help the government in implementing integrated and coordinated programs and policies for national development. On March 12, 1986, Pres. Corazon Aquino issued EO No. 5, directing a government-wide reorganization to promote economy, efficiency and effectiveness in the delivery of the public service. Then, on July 22, 1987, EO No. 230 was issued reorganizing the NEDA. On February 16, 1988, the implementation of this EO was completed when NEDA inaugurated operations under its reorganization setup.
II. Functions
As the coordinating agency and secretariat of the Regional Development Council (RDC), which is the highest policy-making body in the region, NEDA’s major functions include the following:
1. Serving as the technical staff of the RDC in the region by providing staff assistance in the coordination of plan formulation and implementation at the regional level;
2. Providing staff assistance to implementing agencies in the region in identifying and developing programs and projects;
3. Evaluating and reviewing proposed regional programs and projects for consideration by the RDC;
4. Monitoring and assessing project implementation in the region; and
5. Coordinating with regional offices of other departments and agencies, with the local government units in the region in the performance of their assigned tasks.
III. Organizational Structure
The present structural composition of NEDA XI (Figure 1) headed by Regional Director Nicasio Angelo J. Agustin, who is also the vice-chairman of the RDC XI, and Assistant Regional Director Bonifacio G. Uy, has five (5) major departments: the Plan and Policy Formulation Division headed by Division Chief Miguel S. Herrera III; Project Development, Investment Programming and Budgeting Division headed by Division Chief Concepcion C. Anaud; Knowledge Management Division headed by Division Chief Noel E. Quiratman; Project Monitoring and Evaluation Division headed by OIC-Division Chief Jose T. Cornales; and the Operations Division headed by Chief Administrative Officer Stephen G. Basilio.
CHAPTER V
HRIS PROTOTYPE PROPOSAL
Description of the Current NEDA Personnel Information System
The group’s adopted company, NEDA XI, is currently using a Human Resource Information System that they call as NEDA Personnel Information System (NPIS).
The system is very old and has not been updated for many years. According to their personnel, the system bugged down some years ago and the company was not able to use the system to its potential. The cause of the system breakdown was the failure of their main server. However, NPIS did contain some personnel information.
The system was created using an old version of Visual FoxPro. It operates in a DOS-like environment with the standard blue, green and black colors. Basically, the system holds the employees’ personal profiles, work experience, and current work status. The system has some miscellaneous functions, such as the reports section and housekeeping section, which are, unfortunately, not operational.
From observation, the system lacks functionality and security. It lacks certain functionalities in that all the records contained within are only usable and viewable in the system. The system is pretty much just a record-keeping program with no other use. It also lacks security in that anyone in the office can access it because there is no user authentication and all records are viewable because of the absence of content filters.
Thus, the group shall propose a prototype of a new personnel information system for their adopted company. The prototype shall demonstrate functionality and security that the current system lacks and shall improve the working environment of the system.
NEDA HRIS Prototype Proposal
NEDA XI showed the group a diagram of how the system should work. The diagram is shown below:
Figure 5.1 NEDA Personnel Information System
The current system only implemented the upper left corner of the diagram, until “Encode Employee 201 File”. The group shall present a prototype proposal that would expand the system and provide it with added functionality. Another thing that the system is supposed to do is to keep track of employee attendance and link it directly to the Finance Division for computation of credits and salary. Therefore, the proposal shall address the need for keeping the attendance record of each employee in every month.
Figure 5.2 Proposed Personnel 201 Record
Figure 5.3 Proposed Personnel 201 Record
Figures 5.2 and 5.3 show the proposed Personnel 201 File. It contains the necessary information about the company’s employees, such as personal profile, work experience, and other vital information. The prototype was created using a newer version of Visual FoxPro. It makes use of various graphical user interface objects such as buttons, text fields and page tabs.
The Personnel 201 File allows the users to add, edit or change, and delete records. For the user to view an employee’s records, an employee ID number must be supplied at the very top text field and the “Retrieve” button will search the database for the employee number and display its corresponding information on their respective places on the page.
To add a new record, the user can immediately type the new information in the input fields. After filling up the form, the user must click the “Add” button at the upper right hand side of the page to add the new record to the database.
To edit an existing record, the user must first retrieve the records of a certain employee by typing in the employee number and clicking the “Retrieve” button. The information to be altered will be displayed and the user can now alter the record immediately. To save the changes made, the user must click the “Update” button at the right side of the form.
To delete an existing record, the user must first retrieve an employee record and then click the “Delete” button at the right side of the form. After deleting a record, all the input fields will be cleared and ready for input again. Clicking the “Clear” button will only clear the text fields and not affect any records.