FACULTY OF BUSINESS & MANAGEMENT MAY 2019 CBMS4303 MANAGEMENT INFORMATION SYSTEM MATRICULATION NUMBER: 931130 04 5393001 IC NUMBER: 93130045393 TELEPHONE: 017 5393141 EMAIL: vishnuh17@gmail.com LEARNING CENTRE: MELAKA LEANING CENTRE 1 TABLE OF CONTENT NO TITLE PAGE NUMBER 01 - INTRODUCTION TO INFORMATION SYSTEM 02 - HOW HUMAN RESOURCES MANAGEMENT SYSTEM BEING IMPLEMENTED OR CAN BE IMPLEMENTED IN THE ORGANISATION 5 03 - IMPORTAN OF HUMAN RESOURCES MANAGEMENT SYSTEM IN ORGANISATION 6 04 - HOW HUMAN RESOURCES MANAGEMENT SYSTEM ABLE TO FACILITATE THE BUSINESS PROCESS BETWEEN DEPARTMENT IN ORGANISATION 7-8 05 - HOW HUMAN RESOURCES MANAGEMENT SYSTEM ABLE SUPPORT THE MANAGEMENT DECISION IN PROMOTION, INCREMENT AND STAFFING 9 - 10 06 - HOW THE INFORMATION THE HUMAN RESOURCE MANAGEMENT SYSTEM CAN BE CONTROL IN THE ASPECT OF SAFETY, CONFIDENTIALITY AND INTEGRITY 11 07 - HOW INFORMATION SYSTEM CAN BE USED TO INCREASE OPPORTUNITIES FOR BUSINESS OR TO BE COMPETITIVE FORM ITS COMPUTER 12 - 13 08 - CONCLUSION 14 09 - REFERENCE 15 2 3-4 Introduction to Information System Information system (IS) is a set of component which work together to manage the processing data and storage. Duff and Assad (1980), has defined that the information system as “a collection of people, procedures, stores and communicates of data for transaction processing at operational level and information to support the management decision making”. The information system role is to support the key aspects of running an organization, for example communication, record keeping, decision making, data analysis and many more. Furthermore, many of companies use this information system to improve their business operations, make strategic decisions and obtain a competitive edge. The mis system analyses the input with routine algorithms or aggregate, estimate and summarizes the results to make reports that tactical managers use to monitor, control and predict future performance. According to the website “bizfluent.com”, information system normally includes a merging of softwear, hardware and telecommunication networks. For instance, an organizational can also use customer relationship management systems to get a better understanding of its target audience, achieve new customers and keep hold of existing clients. There have some of the example of management information system. First example is sales management systems which the organization will get the input from the point of the sale system. Secondly, the budgeting systems which can give a overview of the amount of the money which is spent within the organization for the short and long term and human resource management system which is overall welfare of the employees, success and staff turnover. Besides that, it have six components which come along in order to create an information system. It is hardware, softwear, data, procedures, people and feedback. A computer information system is essentially an IS using computer technology to bring off some or all of its planned tasks. The basic components of the computer based information system are hardware, softwear, database, Network and procedures. The first of the four components is make up what is familiar known as the information technology platform. The information technology workers use these components to produce information systems that can watch over safety measures, risk and the management of the data. Moreover, the information system give many advantage and it is importance in daily operation of an organization. Firstly, with an information system, many organizational and business can save their time and money while making a smarter decisions. Information 3 system can bears business processes and operations of an organization in many ways. For a example, in a hotel the customers check in and check out are made by a computers and also softwears which makes the work easy same as the method of using notebook and paper to record the guests information. The customers can also make their own bookings and make a full payment along the hotels website rather of visiting the hotel in person, which can cause to pressure on front office staff. The information system now also getting develop to accumulate customer information easily and faster. The house keeping department in a hotel also can inform the front office regarding which rooms are ready wand which room not ready. The management of an organization will become more smoother and well planned. On top of that, the organization can improve the decision making process. For example the information systems will make possibly for managers to use real time data when making a decision so that can make a better decisions and not have to waste time for looking the information. A decision allow for choosing a course of action from several alternatives and carrying out the corresponding tasks. The information system also can help the employees and managers in organization to make well informed decisions. This is because of the information systems have ability of analysis the data which has been collected from the both organization which can be use by the employees and managers in their decision making process because according to the (Terry Lucey, 2005), the decisions are better made when information is available which aids the decision maker in making an objective decision. This information then ensures that the organization offers the right products or services that would adequately address the needs of their customers. 4 How human resource management system being implemented or can be implemented in organisation Human resources information system or known as HRIS, or Human Resource management system (HRMS) is the ultimate combination of information of technology and human resources. HRM also is the integrated use by an organisation of system, policies and management practices which can enrol, develop, and maintain the employees who can help the organization for success. Besides that, the human resource management system plays the most important role in make the employee satisfaction, improving the performance and organization productivity. There are some of the advantage of HRIS in organization. Firstly, an HRIS can minimize the amount of paperwork and manual record keeping. It also retrieves information quickly and accurately and it allows quick analysis of Human Resources issues. Many of the organisation make the mistake when focusing on the technical aspects of HRIS implementation. This can become an issues because configuring a system to follow to a new and improved hiring process is much easier than training all the departments to understand, execute and enter the required information into the new HRIS. On top of that, the HRM system can help the organization to support and increase the health sector policies and practices to certify a work force for staff, qualification also placement are well allocated. The organisation should be able to exactly predict the HR require to maintain the service delivery and improve access to care. It is meant to help the organisation to train, motivate and rewards the staff. The process does not only includes the employees but can also be for a department, product, service or customers process. Moreover, a solid HRM system provide the foundation for employee performance improvement. The performance improvement is a process for achieving individual and organization results by identifying the key of elements of strong performance and then make sure that these elements are in place. The HRM also can help to identify and coordinate different performance improvement interventions, even if they are not directly related to human resource issues. The organisation also need interface the data with other systems and convert the company’s historical data into the new system. This will require the organisational preparation and training need to be prepared by organisation. 5 Importance of human resources management system in organisation An organisation cannot build a good team without good human resources. It is possible to find a human resources department in all of the organisation out there in the world. Furthermore, the human resources management has the potential to handle the most important and valuable resources of an organisation. If the human resource management did not function properly, the organisation would fail to achieve a goal and workforce management. The key function of the Human Resources Management team include recruiting people, training them, performance appraisals, give the employees motivation as well as workplace communication, workplace safety and many more. Human Resource Management System important for organisation because the effective HRM system will qualify the organisations to address the human resource problem with full of responsibility. This is important because it can help the workforce to convey the high quality health service, despite internal and external challenges to the organisation. A powerful human resource management system can assist the organisation prioritize. In addition to that, according “businesstopia.net”, human resources management system can increase the productivity and profit for an organisation. For example, the human resource management can make sure the right quality and quantity of personnel in organisation. It also will creates the opportunities to facilitate and motivate individual and group of employees to grow and advance to their career. The HRM system will helps the organisation to attract and maintain competent employees, assists employees and managers in adapting to the organisational change and facilitates the use of technology to determine how and where work is done. Moreover, developing public relations also the important of human resources management system. The responsibility of setup good public relations lies with the HRM system to a great extent. They arrange business meetings, seminars and various official gatherings on the behalf of the company in order to build up relationship with other business sectors. The HRM is perhaps one of the most misunderstood, however most important management systems. Employees are the important asset for an organisation and companies must put a lot of effort and energy into setting up a effective HRM. All human resources management system has its eyes set on providing every organisation the best service that would work to drive not just for making profit but also team synergy. 6 How human resource management system able to facilitate the business process between department in organisation Human resource management or known as HRM is important in a knowledge based economy, where the ideas and expertise are greatly values and a creative and innovative workforce is necessary to meet the challenges of this new economy. Furthermore, the human resource management includes conducting job analyses, planning personnel needs, recruiting the right people for the job, orienting and training, managing wages and salaries, providing benefit and incentives, evaluating performance, resolving disputes and communicating with all employees at all levels. According to the OUM management information systems CBMS 4303,Maryati Mohd Yusoff (2013), information system also requires the feedback, which is a form of evaluation of the output which is returned to the organisations in term of complains which should be rectified immediately via corrective measures or suggestions of improvement that can be used to advance the system and the business process of the organisation. Besides that, the business process always help the department in organisation to understand the overall business process of the different activities. In the organisation, Human Resource Management (HRM) is considered to be a support function of business and its key element is training and development or Human Resource Development (HRD), The organisational changes can happen with the use of information system and this type of the change is normally divided into four parts, which are automation, rationale procedure, business process restructuring and paradigm shift. On top that, Human Resource Department consists of three major steps which is strategy formulation, implementation and evaluation vital to understand that without a thorough scanning of company’s internal and external environment one cannot formulate a strategy close to reality. Without this commitment, the management will not able to get the benefit from the information system that can enhance the organisations business process. The involvement of all the parties concerned in the start up of a certain technological structure is of utmost important in the planning and management of information technology in organisation activity. The data which is received through environmental scanning will be checked and if it is everything ok than one should proceed to next step, or regather back the data. 7 In addition to that, according to the OUM Management and information system, CBMS4304 written by Maryati Mohd Yusoff (2013), the process of developing a system is not only complex but risky. The mega projects which involving substantial organisational change like business process reengineering (BPR) and enterprise resource planning (ERP) have a large potential of experiencing failure as they sometime cannot be completed in the prescribed amount of time. The HRD department or training & development wing of Human resources than will conduct general Training Need Assessment. This TNA will become a general nature which the objective is to identify key area where trainings are required. This kind of training and in some cases number of training every year. The human resources Department will looking for improved the reporting of employee data. Payroll is concerned with the system’s pay check calculations and regulatory reporting. In organisation, the benefit may be looking for more streamlined enrolment process. As this team drives deeper in the selection criteria, the members learn more about each other and also start to see the emergence of same really messy business process. It can be a bittersweet process in an organisation. 8 How human resources management system able to support the management decision in promotion, increment and staffing An HRMS, the abbreviation for human resources management system, is a system which can keep the track of all of the employees and information about them. It is normally done in a database or more often in a series of inter-related databases. Besides that, HRMS also is the process of help the management making decision in promotion, increment, staffing, recruiting, selecting, inducting employees, providing orientation, imparting training and development, appraising the performance of employees, deciding the compensation and maintain proper relations with employees. The human resource management system will address the automation of the performance of the employees as regard to what is monitored on them. Their performance will be based on the qualities of what they’re working on. The performance on the employee were poorly evaluated and monitored before, during and after every period of their jobs. On the same time also, HR departments would evaluate them. It is a very ideal thing for them to accomplish every evaluation of employees regularly to update their performance and their quality of work. The human resource management system also can help to support the management in decision making in promotion. Promotions traditionally refer to advancement to positions of increased responsibility. Most of the people will crave promotions, which usually means more pay, responsibility and job satisfaction. For the employer, promotion will provide opportunities to reward the exceptional performance and to fill open position with tested and loyal employee. The purpose of the promotions is to utilize the employee’s skills, knowledge at the appropriate level in the organisational hierarchy resulting in organisational effectiveness and employee satisfaction. The HRMS will determine which of the employees can give a promotion. According to the “smallbusiness.chron.com”, the HRMS has four solid procedures and steps in place help the management making promotion decisions. First procedures is the management need to sent feedback to human resource management system. For example, the HR personnel work in their own department and they may not be aware of the ins and outs of other departments in organisation. When making promotion decisions, HR must consult a manager or executive who does only understands the workings of the position in question but who had direct contact with candidates for the position. Second procedures is performance reviews which the results of performance reviews will be stored in the human 9 resource system which they use the softwear which can tracks employee data. The HR can help the management not only review the performance ratings and also the comments which made by the manager. The skills assessment which made by HRMS can help the management decision in promotion. It is essential that the organisation keep records of the skills of the employees possess and encourage the employees to update their HR records when they master new softwear and reach the goals which is set in their performance. The last procedure when HRMS help management when making decision is with certification, degree and professional development. For example, as the employees who work in organisations will receives the certificates for completing the training and HR should make sure that keep a note in the employee’s file. HR also can keep a track of the professional development classes and courses and employee completes. By reviewing these achievements the HRMS can help the management to make promotion decisions. On top of that, human resources managements system are involved in fixing or revising the salary of employees in consultation with a business heads. A typical salary increment is accompanied by a salary revision letter. The information from HRMS is also passed on the payroll team which they can include it in the next payroll. A performance appraisal does not always the result in automatic salary increase. The employee’s overall performance and salary level relative to the position responsibilities must be evaluated to decide whether a salary increase is warranted. Out of cycle salary increases but be preapproved by the department manager, human resources director and president. The retention rate measures employee retention at a company and indicates job stability within the company. The company need to pay a lot of costs when an employee quits and the company needs to hire a new one. This HRMS will help to monitor the retention of talent and monitor formal retention strategies that increase overall productivity. 10 How the information in the human resource management system can be control in the aspect of safety, confidentiality and integrity In organisation, the human resource is known as the greatest asset. With the high training and educational standard, numerous technical and professional certification, job description and classifications, benefits coverage, changing work environment, health and safety issues, diverse working conditions and pay scales and it is very much necessary to develop a comprehensive human resource information system to address these issues on a secure database. Furthermore, the human resource management system is helpful for different organisations to set the measurable benchmarks to acquire, train and retain the best employees, co-ordinate employee job descriptions with areas of responsibility, schedule training for recertification, safety and revised work procedures, provide incentives to motivate and improve employee performance, track accident statistics and implement corporate strategies to improve overall health and safety. Besides that, the HRMS can control safety when the critical incident method requires the rater to make a record on statement which describe extremely good or bad behaviour of the employees which is related to the job performance. The statement will called as critical insidents and it is usually recorded by the supervisor during the evaluation period. The recorded incidents include a brief explanation of what is happened. Some of the typical iof scrap material and employee development. On top of that, confidential information of the employees must be treated with respect and care by human resources management system who is right person to authorized to have permission to access this information. The workforce members who is authorized to use or disclose confidential information also have the responsibility to safely access to such as the information. Confidentiality is a critical and upholding them is a huge challenge for the human resource management (HRMS). In the HRMS system maintaining the privacy and confidentiality turns out to be a huge challenge for HR when certain information is to be divulged among the others which participants can effortlessly evaluate the problem. A human resource management system must be able to maintain the balance preserving the employee confidentially and privacy. According to “pingboard.com”, one of the most important factor in using of human resource management system is because it can preserving the data integrity. The employees and company leaders need reliable, accurate data in HRMS and they also need to assurance that employee and other company data is always protected and keep private. 11 How information system can be used to increase opportunities for business or to be competitive from its computer Every information system is designed to improve the business in some way. A research which made by Awais et al, (2012) is show that over the past few decades, all the companies over the world already started to notice a great need for information systems in the business field. It was possible to ignore significance of benefits and possibility to increase business performance through such an investment. Is is quickly to be observed than an information system can help most of the business to save money, increase the competitive advantage and also improve the performance along with creating more profits. Besides that, most of the companies have experienced about data problem which is caused by lack of accuracy and reliability. The primary goal for all companies and organisations is to reduce the human errors and increase efficiency. Firstly, some of the business benefits of an system can be intangible in the sense that they do not directly lead to identifiable performance improvement. For example, an information system might improve the customer satisfaction. Remenyi (2000), describe that the business benefits of an information system do not usually stay static but rather evolve over the system lifecycle. An information system can be provide the basis for additional functionality. For instance, the world wide web (WWW) was originally develop as a system for disseminating the information within the academic community and has now found application in many different areas. The information systems can increase opportunities with organized the data by information system. A creative organisation is important for any company which is trying to become a successful. Moreover, the acquisition of a great information system can ensures that our business will be organized we will able to make a decisions and solve the problems faster. The advantage when organized data by the information system will be able to make decisions and solve the problem faster. The company also can use information system for decision making process. Based on my opinion, a company’s decision making process can take a lot of time and energy without using information system. It is well known as success is come from the strategic plans and quality decisions which is made by the management. With the information system also, we can avoid any form of crisis. In the past, businesses could not analyse the share market and their level of organisation and there was a lot of crisis in the 12 business sector. If use an information system, it enable our company to analyse the stocks and check on their previous performance to predict any forms of disaster. The management information system can keep track of all margins and profile so that our business can have all the necessary data for anticipating and invading a crisis. 13 Conclusion An information system or known as (IS) is a set of components which work together to manage data processing and storage. Information systems typically include a combination of softwear, hardwear and telecommunication networks. Besides that, the information system give many advantage for the organisations. The advantage is organisation and business can save their time and money and the organisation can make a smart decisions. A decisions can allow for choosing a course of action from several alternatives and carrying out the corresponding tasks. HRMS or human resources management system which is combination os systems and process that can connect to human resource management and information technology through HR softwear. Human resources management system important for organisation because it is effective and the system will qualify the organisation to address the human resource problem with responsibility. The human resource management system also will help the organisation to maintain competent employees and assists employees. Besides that, in the HRMS the business process always help the organisations to understand the overall business process activities. The human resource management system also help to support the management in decision making in promotion. Promotions traditionally refer to advancement to positions of increased responsibility. Human resource management system also involved in salary increment. The information from HRMS is passed on the payroll team which they can include in the next payroll. Moreover, the HRMS can control the safety when critical incident method requires the rather to make a record on the statement which describe extremely good and bad behaviour of the employees which is related to the job performance. The confidential information of the employees must be keep with respect and care by HRMS. There is a benefit of information system which can intangible in the sense that they do not directly lead to identifiable performance improvement. The organized data by the information for the company which is trying to become successful. The information system is very useful to human resource management in organisation. 14 References OUM text book: Management information system : CBMS4303 : Maryati Mohd Yusoff (2011) https://www.ukessays.com/essays/information-systems/the-importance-of-informationsystems.php https://bizfluent.com/about-6525978-role-information-systems-organization.html https://smallbusiness.chron.com/importance-information-systems-organization-69529.html https://www.guru99.com/mis-types-information-system.html https://en.wikipedia.org/wiki/Information_system http://www.humanresourceexcellence.com/importance-of-human-resource-management/ https://www.hrpayrollsystems.net/organizational-impact-implementing-hris/ https://smallbusiness.chron.com/hr-make-promotion-decisions-60327.html https://pingboard.com/blog/the-importance-of-data-integrity-in-hr-systems/ http://www.itbriefcase.net/how-information-systems-can-improve-business-quality 15