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Bestlink College of the Philippines

Chapter I – Project Charter

1.0 PROJECT BACKGROUNDNowadays as the new era of an advanced high-tech environment, the business

world is also entering into an era of fierce competition amongst the companies and

firms. This illuminates the type of an up to date business environment that

companies have to face. The rapid change in the service rendering business

reminds us that, for a business to survive, it has to focus on its core competencies

and discover in order to keep ahead of the competition especially managing its

human resources well. The Human Resource Management System (HRMS)

focuses on the accurate profiling of an employee together with their respective data

and information, requirements and trainings in order for them to be qualified and get

a chance to be hired. Human Resource Management System also provides the

employee employment management, leave and absenteeism information, benefits,

performance appraisal, training and staffing. Since it was focused on the profiling

and training of the employees, HRMS is the main process to manage productive and

well-disciplined employees that can subordinate to organization’s goals and purpose

to achieve its success and objectives. With this, the HRMS offers the advantage of

handling and managing people that brings more competitive advantage over

competition.

1.1 PROBLEM / OPPURTUNITY DESCRIPTIONHuman Resource management has a major impact on individual and so

on productivity and organizational performance. Human Resource

Management implies the ways in which HRM is crucial to organizational

effectiveness. Hence organizations have to carefully design strategies and

relate to human resources for effective utilization in achieving greater

competitive performance. The manpower which includes in the strategy of the

companies has to follow in terms of greater performance and pattern should

be carefully maintaining its human resources in its good shape. Therefore,

the following will be the problem/s to be resolve:

Service Management System – Human Resource Management System


Poor employee information, requirements and 201 filesToday, most of the companies and firms are using the

spreadsheet application to save the data and information of their

employees. With the service rendering companies with a larger

manpower increments the number of employees where the records

of the employees are also incrementing. Upon using these

spreadsheet application, the employees records become massive

and numerous. This application has a limited capacity to hold larger

data entries and there will be a possibility that this application might

not be work properly during the transaction process or rather when

saving the data entries prior to the larger data it carries or has been

stored.

Frequently loss of employee’s records, files and requirementsMost of the HR department is commonly using file cabinets

for storing the employee’s records and files. It includes the

employee’s resume, requirements, 201 files (trainings, seminars,

achievements and accomplishments) and other files where these

records are not sorted according to its department. With these file

cabinets, searching for a certain employee files might cost a time

consuming and such effort in order to find the needed file/s of an

employee. This indicates an outdated process of managing

employee’s records on which the HR staff retrieves data slower

and might be caused an error for reports generation that absolutely

affect the credibility of the HR department to fulfill its duties and

responsibilities.

Manual Update for employee’s records and 201 filesUpdate for employee’s records and files are essential for HR

staffs. This will be the basis for employee’s updated status

regarding with their basic information, rate, position, benefits and

their 201 files. Unfortunately, most of the companies are still using

manual update for their employee’s records and files. The HR staff



manually checked the status of the employee’s if there are certain

changes regarding with their profiles. This will result a time

consuming method by searching employee’s file to update and let

the employee fill up the needed data just to ensure that the

employee’s profile has been updated.

Unavailable employee records quick viewing / retrievingEmployee’s records that stored in the spreadsheets and file

cabinets are enough for some HR staff. Although this may cause a

leakage of employee’s personal records and other confidential files,

some of the HR staff prefers to use this kind of process on which

they can store, view and retrieve employee’s records respectively.

Unfortunately, HR managers are unable to view the employee’s

records and performance as quickly as possible because of an

outdated information system that has been implemented. That’s

why HR managers wishes to create a quick viewing of employee’s

records and files on which they can review the employee’s status

and performance for appraisal and promotion purposes.

Poor Leave Monitoring for the employees Monitoring of employee’s leaves is very important to

observe. It serves as benefit for the employees when emergency

happens or when the employee decided to use their leave as a

vacation or when they are sick. Monitoring of leaves should begin

from the day it started until it is terminated including leave balances

or the remaining leaves to avail. The employees who reached a

minimum of one year of service in a company are entitled to avail

their leaves depending on the contract signed by the employee to

its employers. There are many employees filling up and availing

their leaves, and it is actually hard to monitor each employee’s

leave information manually. It should be monitored one by one,

employee by employee just to ensure that the leave benefit of an

employee has been perfectly distributed and monitored well.



1.2 BENEFITSAs the technology rapidly arises, it is important to a company for having a

systematized and computerized business process to survive and able to

compete to other service rendering companies. With the Human Resource

Management System, the productivity of the company’s employee has been

improved. Internal coordination between the human resource management

and the rest of the department personnel will be a success. The human

resource management system will surely answers the needs of the

company’s business process to satisfy the impressions of the clients and

surpassing their expectations. The Human Resource Management System

will provide management efficiency by providing targeting current processes

for improvement, development of centralized Human Resource services that

are shared throughout the organization and integrating the HR into the

strategic planning process. The following enumerated below are the

beneficiaries of the HRMS.

Human Resource ManagerWith the use of HRMS, the HR manager can monitor employees efficiently

and accordingly. HR manager allows viewing, updating and modifying of

employees profile with ease. HR manager may also account a certain

punishment and sanctions according to the performance evaluation of the

employees. This will result a good governance and higher working morale of

the HR department and its staff.

HR Staffs and PersonnelUsing of today’s technology, the HRMS is merged into an up-to-date

information technology that serves as one of the best solution for the HR staff

for handling the manpower activities. HR staffs are responsible for handling

employee’s records, requirements, 201 files, training, leaves, employment

information, retention and reports. By HRMS, the HR personnel can monitor

and handle these important activities regarding with handling of manpower

activities properly, accurate and computerized HR processes respectively.



The EmployeesThe HRMS provide security for employee’s records and profiles by

providing a secured database for storing confidential files for each employee.

This will keep the credibility of the HR department for securing employees

personal data from stealing, messing, accessing and illegal alteration of

unauthorized personnel. The data that has been saved by the HRMS are the

files that correspond to the employee’s profile, background, education, skills,

seminars, achievement, training, experiences and requirements which should

be kept properly and confidentially.

The ProponentsThe HRMS is an example of a project study on which the proponents has

to develop in academic purposes. If the HRMS has finished, implemented and

distributed to the client, this will be considered as a job well done for the

proponents considering the time and effort that the proponents exerted to this

project. Fortunately, the success of the HRMS will be a sign of innovation with

the perseverance of the proponents to analyze the problems and find the best

solution to answer the needs of the clients. Definitely, this is a treasure for

which the proponents exceed to their limits by applying knowledge and

abilities that other people can never be bribed.

The Future Proponents / Project TeamAs for the future researchers from other institution with the same field as

the proponents belongs, this project study can use as their reference and

guidelines for their own research and project study. If the HRMS will be

successful, their research will also be a success prior to the knowledge and

abilities that implied by the proponents to build and developed the HRMS

successfully.



1.3 GOALSThe following describe the goals of the Human Resource Management

System to be implemented, installed and addressing the problem and finding

the best solution to the problem.

To create a real time employee profiling, employment information

including the employee’s 201 file

To secured the employee records regarding with the employee’s

201 files and requirements needed by providing a secured

database with quick access, convenient and time saving storing

and retrieval of data

To make the employee’s profiles and records to update at ease

To provide a quick viewing and retrieving of the employee’s profiles

and records including the employee’s training and appraisal

information

To provide a systematized employee’s Leave Monitoring

To provide a systematized employee’s Post-Employment Benefits

1.4 STAKEHOLDERS AND CLIENTSThe HR Department

The HR department is the first stakeholder that will be the most

beneficiary of the HRMS. The HR department is the main user of the system

developed by the proponents in order to help the department assess their job

easily and accurately.

The HR ManagerThe HR manager is the one who manages the manpower of the company.

The proponents interviewed the HR manager regarding with the problem that

they encountered and try to find out the best solution to the HR department.

The Proponents The proponents will have the opportunity to enhance the HR department

of the company by undertaking a project study and produce an up-to-date

information system that will surely helps the human resource department and

able to answer the company problem regarding of handling its manpower.



The EmployeesThe HRMS provide security for employee’s records and profiles by

providing a secured database for storing confidential files for each employee.

This will keep the credibility of the HR department for securing employees

personal data from stealing, messing, accessing and illegal alteration of

unauthorized personnel. The data that has been saved by the HRMS are the

files that correspond to the employee’s profile, background, education, skills,

seminars, achievement, training, experiences and requirements which should

be kept properly and confidentially.

The UserThe user of the HRMS will be the employee or anyone who is authorized

for handling and managing the employees. The HRMS will help to manage

the manpower of the company efficiently and accurately.

The Proponents School / InstitutionThis project study is the proof of better and outstanding education

provided by the current school of the proponents which is the Bestlink College

of the Philippines. It is a good evidence and result of good teaching-learning

activities providing the best workflow that has to be produced by the current

school of the proponents.

2.0 PROJECT SCOPEHuman Resource Management is used to gain competitive advantage

together with an excellent business strategy. HRMS elevates human

resources management from micro level (individual personal level) to the

macro level (business strategy level). HRMS includes analysis of business

and socio-political environment. That’s why Human Resource personnel must

be aware of global business and social trends and should be able to perform

environmental scanning. HRMS also includes internal human resource

analysis. Therefore, the Human Resource personnel must analyze human



resources against current and future business strategies and identify the

gaps between them.

2.1 OBJECTIVESThis section describes the components or parts of the Human Resource

Management System to be accomplished. Objective statements on this

section will clarify and demonstrate the boundaries of the scope under the

HRMS. This will be illustrated as the Work Breakdown Structure (WBS) under

the Human Resource Management System.

2.1.1 Service Management System – HRMS (Profiling and Training)


Service Management

System - HRMS (Profiling and

Training)Hiring of Employees

INTERVIEW

Initial Interview

-Basic Information (Resume)

-Employment Records

-Initial Assessment( Agency / Direct)

-Psychological Assessment

Passed / Failed(Verbal Notification)

Examination

Passed / FailedVerbal Notificatiion

Final Interview

Passed = Employment

Failed = Verbal Notification


Figure 2.1.1 the figure shows that the first module of the SMS-

HRMS which is the hiring of new employees.


SMS- HRMS (Profiling and Training)

EMPLOYEE PROFILES

Add New Employee

*Basic Information*Position*Rate*Department / Posting*Date Hired*Basic Salary - Basic Pay -Overtime -Holiday (special / legal)*Benefits -SSS -GSIS -PAGIBIG -PhilHealth -Allowance -Leaves (Vacation, Sick, Maternity)*Retention -13th Month Pay -Bonusses -Incentive Leave*Tax / Tin #*Requirements Passed*201 Files

Update Employee Profile

*Basic Information*Position*Rate*Department / Posting*Date Hired*Basic Salary - Basic Pay -Overtime -Holiday (special / legal)*Benefits -SSS -GSIS -PAGIBIG -PhilHealth -Allowance -Leaves (Vacation, Sick, Maternity)*Retention -13th Month Pay -Bonusses -Incentive Leave*Tax / Tin #*Requirements Passed*201 Files


Figure 2.1.2 shows the second module of the HRMS which is the

adding of new employee for the profiling function of the system.

Figure 2.1.3 shows the third module of the HRMS which is the staffing

function of the system. This includes the attendance evaluation of the

employees which the data is exported from the HR Recruitment and

Assignment monitoring system.


SMS-HRMS(Profiling and

Training)

HRMS-Staffing

Employee Monitoring

LEAVES

- Maternity -Vacation -Sick -Incentive

HR Evaluation

Probationary Employees

List of Employees

HR Manager Evaluation

- Attendance - Performance -Self-disciplined -Skills -Behaviour


Figure 2.1.3 shows the third module of the HRMS which indicates the

employment management of each employee regarding with their

retirement, termination and employment benefits.


SMS-HRMS(Profiling and

Training)

Employment Management

Retirement

-Early Retirement -Regular Retirement

Termination

-Contract Termination (End of Contract)

-Forced Termination (Serious Violations

such as misconduct, thief etc.)

Post-Employment Benefit

-Backpay -Separation Pay


Figure 2.1.4 shows the module of the HRMS which deals with the

training information of an employee. Consists of training title, category

and duration on which the certain training has been done. The HRMS

also offering training for newly hired employee.


HRMS- Profiling and Training

Training Information

Title

- Certificates-Type of Training

Category

-Marksmanship-Security Training- Survival Training

-Examination-Orientation

Duration

-Time Start-Time End


Figure 2.1.5 the figure shows the module of the HRMS which provides

the reporting of the system. The HRMS could export and import reports

from the other application such as MS OFFICE and other application to

make the user generate the reports at ease.


HRMS- Profiling and Training

Reports

Exported Report

-Export to Word-Export To Excel

-etc.

Import Report

-Import from Word-Import from Excel

-etc.

Free-Report

-Auto Generated-Based on User's

Needs-According to

classification of Reports

Analytical Reports

- Graphical Reports

-Statistical Reports


Figure 2.1.6 the figure shows the module of the HRMS which provides

the personalized screen based on the roles of the user. The HRMS

provides level of accessibility based on the position / role upon logging

in to the HRMS.


Personalized Screen

HR Manager

- Full Control on HRMS

-Hiring and Staffing Procedures

- Add / Update / Search / View / Modify / Delete /

Generate Reports -Allow access to HRMS Special

Functions- Manage Employee

Benefits / Leave / Appraisal

-Employment Management

HR Staffs

-Partial Control on HRMS

- Add / Edit / Update /

Search / View / Modify Employee

Profiles- Generates

Reports-Hiring and

Staffing procedures

HR Trainee

- View, Read and Search only

Employee Profiles-Minimal

Accessibility priority

Employee

- Read Only Users

-View Only Users

-Search Only Users-Least

Accessibility priority


2.1.2 HRMS - Work Breakdown Structure The figure below shows the tasks under the initialization

process, system planning, system analysis, system design and system

testing and evaluation that the proponents has to be accomplished in

order to make the HRMS successful.




HRMS (Profiling and Training)

Initialization Process

Orientation about the PS1

PEC Orientaition with 4thyr Students

Selection of Sub-sysems per Section

Selection of Team Members with role

Group Meeting

Conduct Background of the System

Internet Research / Library research

Construct Project Proposal

Deliverable: Submit Project Proposal

Submit revised Project Proposal

Choose Project Team Adviser

Submit Adviser Consent Form

(F2)

Schedule Weekly Consultation with

adviser

System Planning

Develop Project Charter

Deliverable: Submit Project

Charter

Submit revised Project Charter

Create the WBS

Draft the WBS

Submit revised WBS

Company Interview

Create interview Questionnaire

Look for atleast 5 Security Agencies

Schedule interview

Conduct interview

Letter for Interview

Schedule the weekly checking of

document with adviser

List down the result and

make revisions

System Analysis

Collect gathered data from

interview & research

State the Project Scope &

Objectives

Determine the system process

and modules

Finalize Project Charter

Determine the problems

Review of Related Studies & Systems

Research 5 Foreign & 5 Local Related Studies

Construct Matrix of related studies

Draft of Chapter 3 EIS Project Management

& Development

Develop RMMM, SQA & SCM Plan

Weekly Consultation

Document the result of

consultation with revision

Start Software Prototype

System Design

Describe System

Specifications

Determine the Functional

Requirements

Functional Data

Description

System Architecture

Model

Data Description

Human Interface

Description

Describe Software

Requirements Specifications

Determine Usage Scenario

User Profiles

Use Cases

Data Model & Functional Model

Identify Restrictions &

Limitations

Describe Software Design Specifications

Data Design

Architectural & Component-level Design

Make necessary changes in project

documentation

Document the revisions

System Testing and Evaluation

Describe Test Specifications

Make a Testing Plan

Testing Procedure

Unit Testing

Integration Testing

Validation Testing

High-order Testing

Preparation for Project Defense

Project Defense

Evaluation

Document & Software Revisions

Checking of revise documents with

adviser


2.2 DeliverablesObjective 1: Employee Hiring – Interview

Project Deliverables Work Products / Description

Interview

This is a part of the Human Resource Management System on which the applicant undergoes an interview with the HR personnel. This is the first step on which the applicant will be determined if he/she is capable of being part of the company.

Initial Interview

The initial interview includes the checking of basic information of an applicant. The HR personnel conduct the preliminary assessment with the applicant. If the applicant fails during the initial interview, the HR personnel will notify the applicant verbally. However, the passing applicant will be notified to the next step of the hiring process – the taking of the examination.

Examination

The examination phase is very common for the HR department to assess the knowledge of an applicant towards the job that they are applying for. Examination serves as the primary impression of the HR manager whether the applicant has the ability to handle such position that they are looking for or not.

Final Interview

This phase is the last phase of interview. If the applicant passed the examination, the HR staff or personnel immediately notified the applicant that they passed the interview verbally. The HR personnel will conduct an orientation schedule and passing of the needed requirements for the applicants who passed the interview stage.



Objective 2: Employee Profiles- Add New Employee


Add New Employee

This part of the SMS-HRMS includes the module on which the profiling of the newly hired employees is acquired. Including the employees under the on-the-job category. The following information that includes in the add new employee module:

Employee’s Basic Information Position Rate Department / Posting Date of hired Basic Salary Benefits Retention Tax Number Requirements Passed Employee’s 201 Files

Objective 3: Employee Profiles – Update Employee Profiles

Project Deliverables Work Products / DescriptionUpdate Employee Profiles

In this module, the profiles of the employees contain update function. The HR personnel allow updating certain data of an employee when needed. This includes the changes of employee’s requirements prior to the renewal policy of the company. The following includes in the update function of the HRMS:

Employee’s Basic Information Position Rate Department / Posting Employee ID



Date of hired Basic Salary Benefits Retention Tax Number Requirements Passed Employee’s 201 Files

Objective 4: HRMS Staffing – Employee Attendance

Objective 5: HRMS Staffing – Leave Information



Employee Attendance(Daily, Weekly, Monthly)

To be exported in HR Recruitment and Assignment Monitoring System

Monitoring of attendance is one of the important tasks of the HR department. Attendance of the employee is one of the essential factors of their performance evaluation conducted by the Human Resource Personnel. This also a basis for their salary computation, that’s why monitoring of attendance is absolutely important. The HRMS Profiling and Training doesn’t have an attendance monitoring perhaps it is acquired by the other HR System which is the HR Recruitment and Assignment Monitoring System. This is why the HRMS Profiling and Training needs to integrate into the other HR system to export the needed data regarding with the attendance of the employee for evaluation purposes of the HRMS.


Objective 6: HRMS Staffing – HR Evaluation

Objective 7: Employment Management – Retirement



Employee Leave Information

Leave is a part of employee’s benefits that can avail anytime after they reached the minimum of one year in service with the company depends on the contract between the employee and the employer. Employees that are entitled with this benefit can avail upon the given situation. The employees are not allowed to use their leave benefit on the peak season prior to the working protocol of the company. Leave incentive are classified as:

Maternity Leave Vacation Leave Paternity Leave Sick Leave


HR Evaluation

The evaluation is a part of the staffing module under the HRMS. This includes the performance of an employee through their attendance, behavior and appraisal. With this, the HR personnel will surely easily decide for the appraisal and commendations for the employees. Evaluation for the employees is essential for the company to be successful. Employees are the ones who work for the company with all their knowledge and abilities that’s why employees played the biggest asset especially in the service rendering companies. The evaluation function allows the HR manager to identify the probationary employee regarding with their appraisal and good feedback upon their performances in the company.


Objective 8: Employment Management – Termination

Objective 9: Employment Management – Post Employment Benefits



Retirement

This is a part of the Employment Management under the HRMS. Employees are entitled for a retirement when they reached the given age requirement upon working for the company for years. There are two types of retirement in the HRMS – 1. Early Retirement where the employee retires on or before they turn sixty (60) years old 2. Regular Retirement where the employee retires at the age of sixty one (61) or above.


Termination

The termination is the ending of contract of an employee to work for the company. There are two ways on which the employees will be terminated. 1. Contract Termination – this indicates that the employee fulfills the terms and conditions that has been indicated to the employment contract between the employee and the employer. Most of the people prefer contract termination as End of Contract. 2. Forced Termination – this indicates that the employee commits violation, negligence, misconduct and other criminal cases that must be considered to terminate the employee contract immediately prior to the rules and regulations of the company and the law itself.


Post Employment Benefits

These benefits are the incentives of an employee who work for the company for years. This includes the back pay and separation pay for the employee who has been terminated upon the contract termination or retirement benefits.


Objective 10: Employee Trainings Information

Objective 11: Reports


Export Report

This is a part of the Human Resource Management System on which the user could export the needed report from the other application such as the MS OFFICE application.

Import Report

This is a part of the Human Resource Management System on which the user could import the needed data and information from the system to be imported to other application such as word, excel, etc.

Free Reports

This is also included in the HRMS function on which the user could choose the data and information that the user like to print as they wishes.



Employee Trainings

The HRMS provide the information about the trainings of an employee. This training information is essential for an employee to have an opportunity to level up their position and be able to complete their requirements that will also be needed by the HR department for employee evaluation purposes.


2.3 Out of ScopeThis section describes the items or functions that may be related to the

Human Resource Management System, but it will not be managed as part of

the project. The following items are defining the out of scope under the

Human Resource Management System:

Recruitment and Assignment monitoring of personnel / employee

Billing and payment of the employee’s wages

Salary/ payroll of the employees

Contract management of personnel / employee

Employee’s Case Information

Material / Supplies Management

Online Human Resource Management System

2.4 Enterprise Information System Functionalities1. Mobile Application

The HRMS also provide android application on which the Human

Resource department provides quick viewing of employee profiles through

the HRMS Android application online. This HRMS android application

consists of updated status of an employee regarding with their

performance, appraisal, employment status, benefits, personal

information, trainings, 201 files and evaluations.

2. Personalized ScreenThe HRMS provides different access categories based on the user’s

role or position. This will definitely prevents unauthorized personnel for

gaining further access especially on the functionalities and features of

HRMS that is not suitable for lower position on the company.

HR Manager



The HR Manager gains the full control over the HRMS. The

manager allows accessing the entire functionalities and features of

the HRMS considering its high position to the company. HR

Manager allows editing, updating, searching, viewing, deleting,

modifying all accounts, generating reports, creating leave

information, creating appraisal and managing employee benefits

and employment information.

HR Staff

The HR Staff is the second to the highest role on the HRMS.

HR Staff allows editing, updating, searching, viewing, deleting,

generating reports and modifying accounts. Unlike the HR

Manager, HR Staff is not allowed to create and manage employee

appraisal, employment and leave information.

HR Trainee

The HR Trainee is the third to the highest role on the HRMS.

HR Trainee has a lessen accessibility to the HRMS functions and

features. They are only allowed for viewing and searching

employee information and profiles. HR Trainee also allowed

modifying their personal username and password.

Employee / User

The least amongst the role is the general user of the HRMS

which is the employee. They are only allowed to view employee

profiles.

3. Import / Export FacilityThe HRMS provides import and export facility on which the reports

generated by the HRMS could transfer to other office applications such as

MS Word, MS Excel etc. HRMS could import reports coming from the

other application to the HRMS. With this, the HRMS provides other

alternative way for creating reports on which it can extends its

functionalities through the other known applications.



4. Free Report FacilityThis will help the user of the HRMS for getting the necessary

reports according to its description. HRMS will provide free reporting on

which the user could choose the needed reports / data to be printed.

HRMS also provide broad classification and description of reports.

(Example: Daily, Weekly, Monthly, Annually Reports)

5. Analytical Reports Graphical Representation of Reports

Statistical Reporting

3.0 Project Plan3.1 Approach and Methodology

In this phase, the proponents discuss the possible ways of solving the

problems and the steps on which the proponents will require accomplishing

for the succession of the Human Resource Management System. The

proponents decide to use the System Development Life Cycle (SDLC) to

determine the possible way for solving the problems.

Project PlanningThe first step will be the planning of execution for the software

development. It requires a sufficient background study by collecting the

data and information needed to fulfill the requirements in the development

of the software. The proponents also have to conduct surveys and

interviews to gather the necessary data that will surely help to determine

the business processes involve in the human resource management



system. The proponents have to create long-term plans for the tasks that

they have to comply within the first day of the development to the

implementation phase of the software. It requires presenting a work

breakdown structure to illustrate the tasks of the proponents and the time

that they finished each tasks.

System AnalysisGathering of data and information is the most important task that

the proponents must comply. It is acquired by conducting several

company interviews, providing questionnaires, surveys, term papers and

research. Data gathering is essential for studying the business process

that can be helpful for the developing of the software. The data that will be

collected is important to create the best workflow of the business rules

applicable for the client’s requirements and expectations. The proponents

are required to have at least one client to be able to collect the exact data

and information needed to identify the requirement specification of the

human resource management system.

System DesignThe human resource management is based on the idea that

organizations gain competitive advantage with the employees that are

valuable, rare, difficult with high competence levels for competitors to

imitate or acquire success by enhancing the overall value of the firm. The

proponents have a role and responsibility in order to execute the

development of Human Resource Management System. Managing of the

project team is also a resource that needs for the software development.

The proponents have to identify the hardware and software that has to be

used during the development of the human resource management

system. There is a rule given by the PEC regarding to the programming

language and database to be used. With this, the proponents will have to

use Java programming language for the front-end and MS SQL for the

back-end of the system.



System ImplementationSystem implementation will be acquired after the development of

the HRMS. In this phase, the efficiency and reliability of the HRMS are

going to be tested. When there are some errors occur during the

implementation phase, the proponents must furnish the errors and bugs to

make the HRMS work efficiently and accurately to meet the requirements

and needs of the client.

System Operation, Support and MaintenanceThe system operation, support and maintenance aims to satisfy the

needs and expectation of the client by maintaining the HRMS to its

workable status without errors and bugs. When there are some changes

that the client wants to employ, the proponents will surely handle the

maintenance of the HRMS to meet the satisfaction of the client. The

proponents are also required to check the HRMS when it is fully

implemented at least once a month. This will ensure that the HRMS are

functioning well.



3.2 Project Timeline



3.3 Success CriteriaThis section identifies the outcome of the Human Resource

Management System. The following are the criteria to be met by the

Human Resource Management System to address the improvement of the

system and the problem to be reduced.

Better execution of the project objectives

Accuracy of fact-finding techniques

Correct interpretation of business rules and processes

Documenting the system requirements

User – Friendly Interface

Proper System Coding

Best workflow results

Suitable Database for data storage and Security of Files

Positive Outlook and Feedback of the clients

Adding, Updating and Monitoring of employee Profiles and 201 files

Applying of today’s trends of technology

3.4 Issues and Policy ImplementationsThe following listed below are the function or other system process

that have a minor conflict with the Human Resource Management System.

Recruitment and Deployment of the employees

Payroll of the Employees including the salary deductions

Contract Management between the employee and client

Property Monitoring

Assignment Monitoring of the employees

Computation of employee’s Salary deductions

Employee Case Management and Monitoring

Attendance Monitoring of the employees

3.5 Risk Management Plan



Risk FactorProbability

H-M-LImpactH-M-L Risk Management Action

Financial Risk H H

Cost efficient options. Every company has been facing this kind of risk. The company must procure the best hardware and software specification to support the development of HRMS. Procurement of the quality materials at lower cost is the best way to avoid further costing. Spending too much money for materials needed for development of the HRMS is not a good option if the company can avail these materials at much cheaper price with the same quality.

Strategic Risk H M

Achieving of Business Objectives. The proponents must provide proper strategies to develop the HRMS successfully. The proponents choose the SDLC method in order to identify the requirements specification, the business processes, the problems and the possible solution/s to the problems. The success of the proponents is based on the strategies that they have been established and followed. The proponents must strategize the development of the HRMS to provide satisfaction to the client and the user of the software. When there are some changes, the proponents will have to communicate well to the client to avoid conflict.

Operational Risk M M Create a Contingency Plans. When the HRMS were successfully implemented, the proponents are required to



maintain the HRMS to its best shape. The proponents must have an agreement between the clients to have system maintenance at least once a month. This will ensure that the HRMS is working properly without any possible errors and bugs. Definitely, this is actually one of the responsibilities of the proponents – software maintenance.

Compliance Risk M M

The proponents must identify the proper scoping of the project. Determining also the project limitations and out of scope is one of the best way to avoid further costing regarding with the HRMS project.

Technical Risk M M

Identify the resources needed with higher quality to avoid further technical errors. Technical risk like malfunctioning of the keypad, mouse, monitor etc, are easily to fixed and configured. When there are error occur like this, the HRMS can also be implemented to other System Unit or laptop just to resume the previous transaction interrupt by the technicality issues. The proponents suggest for having an Uninterruptible Power Supply when there are power interruptions occur. Power generator is also advisable to avoid this kind of technical problems. This may be a little bit expensive but reliable.

Business Impact Risk H H Analyze the Business Rules. The proponents must identify the exact business processes and requirements specification



in order to develop the best workflow of the HRMS. The features of the HRMS are based on the business rules provided by the client.

Human Resource Risk M M

HR Succession Planning. The HR department must conduct a proper training for the employees to be able to operate well the HRMS when it is implemented.

Technology Risk M M

This risk can happen during the system development of the HRMS. The proponents must identify the possible errors and bugs that may occur and find a possible solution to avoid it.

3.6 Service TransitionThese are the following activities that the company will surely comply

regarding with the system’s software, hardware, system specifications,

computer personnel, system requirements and implementation procedure.

The company must invest new desktop/ Laptop computers.

At least one (1) Printer for each department

One computer administrator per department

Higher Specification of hardware for each computer unit

Conducting a proper training for the employees when the system has

been implemented

Regular Maintenance of the system software

Upgrade of the system software (depends on the client)

Implementing the accessibility to the system according to the position

of the company (user, admin, manager etc.)

3.7 Option Analysis



In this section describe the alternative options that have been considered

as other approaches prior to the work that have been made any importance

between the client and the proponents.

The client has the right to decide whether they used the Human

Resource Management System or still using the existing system.

If the system was rejected, the proponents have the authority to sell it

to other client/s prior to the rights and authorship of the proponents.

If the system met the requirements and did hit the project budget, the

cost savings will be settled according to the deal between the client

and the proponents.

If the system has been remarkably compared to other system with

lacking of the functionalities that has been expecting, the client have

the rights to question the system and it is the duty of the proponents to

fix the problem respectively.

4.0 Technical FeaturesIn this section, the proponents identified the possible technical features that will

be needed to develop the Service Management System – Human Resource

Management System successfully. Technical features provide the possible

identification and description of the applications, software, hardware, features,

peripherals and some devices that will support the HRMS. The following are the

possible technical features under HRMS:

Front - End: Java Netbeans IDE 8.0 version

Java is one of the best programming languages for developing system

software. The proponents will use the Java Net beans 8.0 for developing

the front-end of the HRMS. The PEC is requiring the proponents for

using only Java language for the HRMS project.



Back – End: MS SQL

The MS SQL will serve as the back-end of the HRMS. This application is

the database of the HRMS that will store all of the data and information

coming from the front-end of the HRMS. Although there are many of the

database application to choose from, the proponents will use the MS

SQL as a part of requirements given by the PEC panels.

Operating System: Windows 7 Ultimate 64bit/ 32bit / Windows 8

The proponents will use Windows 7 and Windows 8 operating system to

develop the HRMS. This is very commonly used operating system today

for desktops and laptops.

Memory Capacity: 2GB RAM

The memory capacity of the laptop or desktop must be at least 2GB to

avoid system error like loading of the applications.

HDD Capacity: 320GB

This is the capacity of the laptop that the proponents currently using to

develop the HRMS. The applications like Java Netbeans and MS SQL

requires a huge amount of storage capacity.

HP LaserJet Printer The proponents will need a printer for printing of reports processed by

the HRMS. Printer is essential for printing the documentation of the

HRMS project.

Scanner

This device will support the functionality of the HRMS to scan the

documents and stored it to the database.



5.0 Project Organization and Staffing

Project Organization and Staffing for the Human Resource Management System

ROLENAMES & CONTACT

INFORMATION RESPONSIBILITIES

Project Manager Adoray, Jovito Rey R.

09287470403

Manages the team Project Execution Planning Strategy Project Initiation Project Control Risk Management Resolving the issues Budget the project Scheduling of tasks Leader of the team Final approval of the

design specification Control the project Monitoring of the

project schedule and executions

Monitoring project progress and performance

System Analyst Bate, Maverick Dilbert R.

09487931096

Handling of business Rules and processes

System Design Technology Analysis Document Framework Business

Requirements Software and

hardware specifications

Serves as software engineer of the project team

Identify potential computer application areas



Business Analyst

Sarzata, Venice L.

09094421425

Analyze business process

Business plans Monitoring Translate Business

process Requirement

management Requirement Analyst Analyze Requirement Communicate w/

clients Collaborates with the

Document Specialist

Arabis, Kristine Gaye A.

09462739038

Performing evaluations and document audits

Effectively follow the standard operating procedures in submission of documents

Ensures that all documents are error-free in filenames, submission and requirements before submitting

Preparing the needed



documentation compilation of all necessary details of

Lead Programmer Amante, Jerico T.

09129583438

Handling System Software

Program Development

Perform System Analysis

Train subordinates in programming

Develops programming methods

Correct errors on the system coding

Advisors and Resources

Ms. Eunice Balisi

09476621188

Support the proponents

Giving instructions and execution procedures to the proponents

Checking of the documentations and system development

Correct the proper documentation processes

System Development advisor

Acts as the consultant of the project team



6.0 Project Budget

Budget Items Description Budget CostOne – Time Cost

PS1 Payment

This is the payment for the defense of the PS1 documentation of the proponents. PS1 expenses are compulsory payment of the proponents.

Php 1,000 * 5

PS1 Manual / Book

This manual is used as a preference of the proponents in developing the PS1 documentation.Title: Journey to Project StudyPublished by: IBC

Php 300 * 5

Total One – time Cost Php 6,500

Budget Items Description Budget CostOngoing Cost

Food

Food expenses are absolutely important for the proponents to avail. This will also included into the ongoing cost for the project development

Php 1,500 / month

Electricity Electricity expenses also included in the ongoing cost. This includes the usage of the electricity service for the development of HRMS.

Php 1,000 / month

Printing of Documents

The development of the HRMS must be documented. Therefore, this includes the printing expenses of the documents that will be presented upon defense.

Php 1,000 / sem

Transportation

Transportation expenses when the proponents are going to meet the client or going from other place in relation of the project development

Php 2,000 / month

Total Ongoing Cost Php 5,5007.0 Appendix A – Additional Information


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