Chapter 4

DISCUSSION OF FINDINGS

Existing Processes’ Involving Human Resource Information for British College International School

Business process is an essential activity for business prosperity.

A business process is set of related tasks or activities performed to

produce or service, it applies to all walks of business.

The human resource personnel prepares manpower inventory by

checking the current number of employees employed against the

required number of employees for the branch operation. Should there

be a discrepancy between what is required against the current

employed, based on the result, personnel action plan is prepared by

the human resource manager. Two processes are imposed for

personnel action plan depending on the outcome of the inventory; it

could either be streamlining or recruitment whenever deemed

necessary based on the company policy.

Hereunder is the figure of flowchart corresponding to the process

of recruitment in British College International.

Recruitment Process for British College International

For the recruitment to take place, initially all pertinent

documents related thereto including job description as well

qualification and salary matrix are carefully planned in congruence

with the post being hired. Once done, the document is submitted to

the director for the employee requisition approval. Heretofore, the

human resource personnel take the subsequent step known as the

manpower pooling. This is done through several approaches such as

coordination with the local labor and employment department, radio

and television job placement, job posting through school job fair.

Succeedingly, after pooling applicants, the human resource

personnel will start to sort the applicant based on their qualifications

using pertinent credentials such as transcript of records, diploma and

resume. All applicants whose qualified based on the requirement will

be notified through email and text messages informing them that they

are shortlisted. After careful review of the qualifications of applicants,

the human resource personnel will schedule for an interview to assess

the applicant. All applicants who will pass the interview will be asked to

take the assessment.

Applicant assessment is based on four scale dimensions of hiring

which is done in an orderly manner – the intellectual, psychological,

personality and physical test. Intellectual assessment is done through

intelligence quotient test. For psychological assessment, stress test is

given to determine the emotional soundness of an applicant. On the

other hand, personality test is rendered to determine if the applicant is

deemed for the position being applied for. Interview comes next after

the three enduring test to get the best qualified applicant. For physical

assessment, the applicant will be advised to submit medical certificate

stating that the applicant is physically fit to work.

Assessment Process for British College International

Company assessment is based on the employee assessment

policy matrix of British College International. Initially, all qualified

applicants are requested to undergo initial assessment through

intelligence quotient test. Based on the company policy, to qualify for

the next assessment level, only three of the total applicants will be

considered to undergo psychological test to determine the emotional

stability of the applicant and how well these applicant respond to job

related stress. Employee with the highest index score will be given

priority. Prior to the next assessment level the applicants will be

background checked by the human resource personnel in order to

predetermine that the qualifications as well as the submitted

requirements of the applicants are authentic and valid. Applicants with

any false claims shall be eliminated to proceed to the next round.

Should all applicants passes the background check, out of the three

candidates, one will be eliminated while the remaining two will proceed

to the next level which is the personality test. The two applicants will

undergo the standardized personality test to establish whether the

applicant is deemed fit personally to the position being hired for.

Should the two applicants passes the personality test administered,

the two remaining applicants will precede to the final interview with

corporate executives of the company. The final decision as whom to

hire lies on the discrepancy and the result of the interview as well as

the personality test of the applicant.

Placement Process of the British College International

Upon the result of the assessment, the most qualified candidate

will be hired for placement. The newly hired employee will be asked to

fill employee data sheet including contracts. This form contains

relevant information about the newly hired employee, it contains the

personal data, employment history, academic qualifications, academic

achievements, seminars and trainings attended, professional licensure

examination passed and organizational and professional affiliations. To

support the forms being filled up, the newly hired employee will be

asked to submit authenticated documents to be included in the filing

folder. These includes, authenticated photocopy of official transcript of

records, diploma, certificates of seminars and trainings, certificate of

employment, Social Security System E-258, Philhealth, Home

Development Mutual Fund. These documents are filed under one folder

and shall be referred to as employee file 201.

Employee Leave Filing Process

Company orientation for newly hired employees proceeds after

placement. One of the most notable company policies being oriented

for the employees is the entitlement for statutory non fringe benefits

mainly that of leaves. British College International has five types of

leaves explicitly - sick, emergency, paternity, maternity, vacation and

bereavement leave. Each leave has distinct policy means for filing.

Each employee will have a corresponding number of leaves as

per government mandate based on the Department of Labor

provisions. Employees are given 10 days sick leave, 7 days emergency

leaves, 15 days paternity leave, 30 days maternity leave, 7 days

vacation leave, 3 days bereavement leave. Based on the company

policy an employee can not avail two leaves in any form consecutively.

In filing a leave, the employee should indicate the number of days to

avail during leave application. All leaves filed beyond the said number

of availability will be charged accordingly to the payroll of the

employee.

All leaves are filed by acquiring leave form at the human

resource personnel office. The form is required to be filled out properly

before submitting it to the human resource department for processing.

Depending on the kind of leave being applied for, some leaves require

prior application while some leaves require later application. Paternity,

maternity, bereavement and vacation leave filing is done ahead of

time. The required attachment for maternity leave is the medical

certificate attesting for childbirth, birth certificate for paternity leaves

and letter of intent for vacation leave. Sick leave on the other hand is

filed after the employee reports back to school, which is then attached

with medical certificate as a proof of sickness.

Upon completion of the requirement, the documents along with

the filled up form will be submitted to the human resource department.

The human resource department in turn will secure for the approval of

the company director, by asking the director to sign the submitted

document. Once approved, the filed leaves will now be computed for

payment as a regular employee rate.

All leaves filed from the academic department specifically faculty

will be submitted to the Dean for endorsement to the School Director.

Report Generation for Manpower Inventory and Leave Credit

Management

Human resources primarily deal with recruitment, assessment,

placement and employee benefits. In order to accomplish such task, it

is necessary to have data about manpower available within the

organization so that, it will enable timely and quickly replacement as a

part of manpower planning. Further, aside from manpower inventory it

is also mandatory for human resource department to monitor paid time

off of employees, as this has significant impact on a company’s

financial resources. British College International has shown that

company spends around 14.6 of payroll on absence-related benefits.

Given the financial resources committed to time off programs

and the paper intensive processes that surround company policies, it’s

but a necessary for the British College International management to

evaluate employee leaves. The purpose of which is to ascertain that

the company is not wasting time and money.

At British College International every payroll the human

resources prepares two significant reports to the operations

management department and the financial department. These report

includes, manpower inventory and employee leave reports. In order to

facilitate generation of report with respect to manpower inventory, the

human resources personnel tally the currently employed personnel

using F-201 files and compared with that of the required corporate

positions. The report done is presented in numeric data and shall serve

as the basis of the management to decide if the company requires

additional employees or would even require lay off.

Another report submitted by the human resources is the

employee monitoring leave report, this is done to monitor for tardiness

and payroll of employees. The human resources personnel compares

all employees filed leaves and check the validity of the filed report by

monitoring pertinent attached document to the respective leave filed.

For sick leave monitoring, medical certificate should be attached, for

maternity and paternity leave, birth certificate should be attached.

Once the filed leaves of the employee is valid, the amount of leave

consumed will be deducted from the number of statutory and company

leave benefits. The report is presented in tabular format for the

management to review.

Employee Termination and Resignation Process

In a corporate world employee termination, resignation and

retirement is inevitable. There will always be instances where

employee is head strong and tend to deviate and resist to company,

some due to many unforeseen circumstance employee tend to resign

in search for a better employment opportunity and high end company

benefits. Some employees upon reaching certain age would eventually

file for a retirement process and claims for corporate pension benefits.

At British College International, employee termination is done by

carefully reviewing the employee attitude towards work, should there

be any violations, employees will be reprimanded verbally based on

the existing corporate policy of the company. Second warning is done

through issuance of memorandum of notice to explain to the

employee, this is done so the involved employee could justify his

misbehavior. At third offense, the employee will be suspended for work

at certain time period and at fourth offense of repetitive misbehavior,

the employee will be issued with a termination letter justified by the

employee violations to prevent future labor case. The letter of

termination will be attached to the employee F 201 file for future

references.

Employee resignation on the other hand is accomplished with a

letter of resignation coming from the employee stating as to when the

resignation will take effect. Upon submission of the resignation letter,

the employee is asked to fill up and process its clearance form and

shall be given 30 days to complete the process, this is done to

ascertain that the employee will properly turn over all employment

related documents to the company. After doing so, employee last pay

and separation fee will be computed by the human resource

department and will be forwarded to the accounting department for

release. The resignation letter will be filed under the F201 of the

employee record for future references.

Employee

Functional and Non Functional Requirement of the Developed

Online Human Resource Information System for British College

International School

In order to developed an effective and efficient employee

management records, functional requirement were solicited from the

stakeholders which will serve as the basis for the development of the

system.

Functional Requirements. According to Wysocki (2010),

functional requirements are the things that need to be solicited for

consideration in the development of a system. The requirement are

elicited using data gathering tools such as the interview from the

stakeholders, on sight observation of the developer into the company

environment so as to identify the responsible department and their

respective responsibilities. Identification of the relevant system

specification is done with the careful analysis of the existing process of

the company.

Hereunder presents the elicited functional requirement for the

developed system, table xxx

Table xxx

Functional Requirements

Stakeholders Functional Requirements

Human Resource Officer

Provide an interface to manage user accounts, approve employee membership request and manage events and announc ement.Provide an interface to manage employee recordsProvide an interface to manage posted jobsProvide an interface to manage applicants account and configure applicants applicationProvide facility to search registered employee records and generate reports.

Director Provide facility to manage profile Provide facility to search registered applicantProvide facility for online submission of Leave of AbsencesProvide an interface for uploading profile and downloading employee records

Employee Provide facility to manage profile Provide facility for online submission of Leave of AbsencesProvide an interface for uploading profile and downloading employee records reports.

Applicants Provide an interface to manage user accountProvide facility to manage uploaded resumeProvide facility for online submission of applicationProvide an interface to view jobs offered news and announcements

The table shows the functional requirements considered

necessary for the human resource personnel, directors, employees and

applicants.

Hereunder is the business rules carefully observed in the

development of the project.

The human resources personnel shall have full authority over the

system. As such, the human resource personnel shall have the

responsibility in providing users account access to the intended users,

posting of jobs, announcement publications, and viewing as well as

downloading of applicants credential. Further, the human resource

personnel shall be responsible in managing employee records as well

as leave management.

The Director on the other hand, shall only have the full authority

to view employee records and the responsibility to approve, defer or

reject employee leaves. In addition, the director will also have the

privilege to manage and update his own account by uploading recent

pictures, uploading pertinent documents such as certificates of training

and seminar workshop and the like.

The employee shall have the authority to manage and update his

own personal record by uploading recent photos, uploading of

pertinent required documents and leave filing.

The applicant will have the capability to view job posting, apply

online, and submit pertinent credentials.

All registered users of the system will the capability to view news

announcement and view events and other available information for

non registered users.

Non Functional Requirements of Online Human Resource

Information for British College International

One of the most important attribute of a well developed system

other than functional requirement is the non functional requirement.

These non functional requirements are just as critical as that of the

functional requirement. Non Functional requirements specify the ways

in which a system implicitly behaves.

Table XXX

Non Functional Requirements bla blah

Non- Functional Requirements

Description

Availability The system should be always available to serve employees on and off campus. It should deliver the services needed whenever it is needed. This will increase the functional efficiency of an institution and improves timely decision-

making processes.

Security Since the employee information held by the HR department is subject to confidentiality, only authorized people can gain access to the system. This should be incorporated in the system to ensure the privacy of employees.

Accuracy To preserve data integrity, the HR department should maintain accurate records. This is very significant with regards to the evaluation system for measuring the performance of employees.

Reliability This is the ability of the system to perform its functions as expected.

Maintainability This is the ease of performing maintenance on the system. The system should be able to recover from unexpected errors such as power interruption.

Acceptability of the Developed System

Upon completion of the system, the developer conducted a test

to determine the satisfactory of the system. The stakeholders of the

system such as the human resource personnel, director, employees,

and a provisional applicant were asked to use the fully developed

system. . In order to prove that the developed system is esteemed and

accepted by the stakeholders, an acceptability test was conducted.

Ayrmer (2010), states that User Acceptance Testing (UAT) is a

very essential for the successful implementation of any bespoke

system. User Acceptance Testing (UAT) is the procedure of testing the

functionality of a bespoke system once the development phase has

been completed.  The ideal world to test the platform is to recreate a

real life situation, including data – that allows the user to test the user

interface and functionality of the system.

The developer made used of the standardized Website Analysis

and Measurement Inventory test in accomplishing the acceptability of

the system. The themes imposed in the Website Analysis and

Measurement Inventory (WAMMI) are based on a data using a

statistical methods known as latent variable analysis, and has

scientifically proven and a has a reliability data rating of between 0.90

and 0.93 <references for proof of acceptability of the human resource

information system>

In order to test the acceptability of the system, a readymade

WAMMI structured questionnaire were used to the intended users such

as the human resource personnel, director, employee, and provisional

applicant.

The succeeding table below shows the feedback of the identified

users in terms of: Learnability, the speed at which users become

familiar with a website. Remeberability, refers to the ease at which the

users remember how to use a website when they return to it. Efficiency

of use, which refers to the websites features which are easy to find and

quick to load up. Reliability in use, which refers to the website being

available and complete. User satisfaction, which refers to the degree to

which users feel comfortable using the website.

To give relevant meaning to the organized numerical data, a

Likert Rating Scale of one to five will be used. The Likert Rating has a

value of 5 for strongly agree, 4 for agree, 3 for neutral, 2 for disagree

which means that the respondents are somewhat not favor with the

concept and 1 for strongly disagree, which means that the respondents

strongly does not favor the concept.

Table 4.1: System Evaluation According to Learnability

Learnability Mean Description

1. This website needs more introductory explanations.

2. Learning to find my way around this website is problem

3. Using this website for the first time is easy

4. Remembering where I am on this website is difficult.

Weighted Mean

Table 4.1 presents the system evaluation criteria for the

learnability of the system.

Table 4.2 System Evaluation According to Efficiency of Use

Efficiency of Use Mean Description

1. It is difficult to move around this website

2. I can quickly find what I want on this website

3. This website seems logical to me

4. This website helps me find what I am looking for

5. The website is too slow

6. I can easily contact the people I want on this website

7. I feel efficient when I’m using this website

8. It is difficult to tell if this website has what I want

9. Using this website for the first time is easy

10. Using this website is waste of time

Weighted Mean

Table 4.2 showed the system evaluation criteria for the efficiency

of use.

Table 4.3: System Evaluation According to User Satisfaction

User Satisfaction Mean Description

1. The website has much that is of interest to me

2. The page on this website are very attractive

3. I feel in control when I’m using this website

4. I don’t like using this website

5. I can easily contact the people I want to on this website

6. It is difficult to tell if this website has what I want

7. This website has some annoying features

8. Using this website is a waste of time

9. I get what I expect when I click on things on this website

10.Everything on this website is easy to understand

Weighted Mean

Table 4.3 presents the criteria for the evaluation of the system

based on user satisfaction.

Table 4.4 System Evaluation According to the Reliability of Use

Reliability Mean Description

1. This website is too slow

2. I get what I expect when I click on this website.

Weighted Mean

Table 4.4 presents the criteria for the evaluation of the system

based on the reliability of the system.

Table 4.5: System Evaluation According to the Rememberability

Rememberability Mean Description

1. Remembering where I am on this website is difficult

Weighted Mean.

Table 4.5 presents the criterion for the evaluation of the system

based on remeberability.

Table 4.6: General Weighted Mean for Acceptability of the System

Description Mean Description

1. Learnability

2. Efficiency of Use

3. User Satisfaction

4. Reliability

5. Rememberability

Weaighted Mean

Table 4.6 presents the general weighted mean for acceptability

of the learning management system.