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WEB APPLICATION FOR HUMAN RESOURCE SYSTEM INFORMATION USING LEAN SOFTWARE DEVELOPMENT METHOD

WEB APPLICATION FORHUMAN RESOURCE INFORMATION SYSTEM USING LEAN SOFTWARE DEVELOPMENT METHODMAYA NASTASYA212116122

KEY POINTSBackgroundObjectivesHuman Resource ManagementLean Software DevelopmentImplementationConclusions

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BACKGROUNDHRM is one of the key management in a company

Information system aims to support management and decision making

Information system will reduce human error in the process

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OBJECTIVESComputerizing HRM system

Aiding HR managers

Simplify reports making

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Aiding human resource managers to manage employees data, career, reimbursement, loan, training, and performance planning.

HRDesigned to maximize employees performance

The knowledge, skills, creative abilities, talents, and attitudes of the employees

536MANAGEMENT

The power of an organization lies within the human resources, that is the qualitative and quantitative aspects of employees working in an organization. Its very important to put human resources at the top of the agenda to achieve the organizations goals

The process an organization undergoes to manage people to achieve its goals.WHAT IS HRMFunction within an organization that focuses on recruitment, management, training, development, appraisal, and rewarding employees.

Procuring, developing, and maintaining competent human resources in the organization.To make effective and efficient use of employees.

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Since every organization is made up of people, acquiring their services, developing their skills, motivating them to higher levels of performance and ensuring that they continue to maintain their commitment to the organization are essential to achieve organizational objectives.

HRM includesConducting job analysesPlanning personel needsRecruiting the right people for the jobOrienting and trainingManaging wages and salariesProviding benefits and incentivesEvaluating performanceResolving disputesCommunicating with all employees at all levels

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HRM core areasJob design and analysisWorkforce planningRecruitment Work force selection

Training & developmentPerformance managementCompensationLegal issues

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SOFTWARELEANDesigned for fast delivery & minimal waste

1036DEVELOPMENT

Derived from Lean Manufacturing, which is a management philosophy from the Toyota Production System.

Pull production is a solution for Toyota at the time TPS was founded

Lean eliminating waste, deliver fast

Different with mass production, doesnt promote batch-and-queue

Promotes single-piece flow

Lean Manufacturing

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At the time when TPS was founded, Taiichi Ohno, the TPS founder, realized that production scheduling cant be done by sales or production target. In pull production system which used by lean manufacturing, production will be done by order, not by target. Lean is focused on eliminating waste & deliver fast. However, these 2 methods should be adapted to the value needs to be produced by the organization or company.

Excess products& materials notbeing processed

Wasted time waitingfor the next step ina process

Unnecessary movementsby people

Repetition or correction of a process

Unnecessarymovements of products & materials

More work or higher quality than is required by the customerProduction that is more than needed or before its neededThe Seven Wastes

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Lean is all about eliminating waste.Waste is anything that doesnt add value to customer.

One of Agile Software Development Practices

Has 7 principles called Lean ThinkingWhat is Lean SD

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Agile software development is a term for software development methods which apply the principles in Agile Manifesto, that is adaptive planning, evolutionary development, early delivery, and continuous improvement. Agile encourages rapid and flexible response to change. Lean SD has 7 principles called Lean Thinking.

Eliminate WasteSpend time only on what adds real customer valueAmplify LearningWhen you have tough problems, increase feedbackDecide as Late as PossibleKeep your options open as long as practical, but no longerDeliver as Fast as PossibleDeliver value to customers as soon as they ask for itEmpower the teamLet the people who add value use their full potentialBuild integrity inDont try to tack on integrity after the fact, built it inSee the wholeBeware of the temptation to optimize parts at the expense of the wholeLean Thinking

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Inventory half done work

Waiting waiting for work assignment, customer approval, testing

Motion information transfer between developer and customer

Defects bugs undiscovered for a long time

Transportation task switching

Overprocessing unnecessary documents for every changes

Overproduction extra featuresEliminate Waste

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Spend time only on what adds real customer value

Customer feedback to understand what the customer needs

Small iterations of try-it, test-it, fix-it cycles produces final and usable product

Iterations with refactoringimproving the design as the system developsis one of the most effective ways to generate knowledge, find answers early, and generate a system with integrity

Amplify Learning

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When you have tough problems, increase feedback. In most cases, increasing feedback is the most effective way to deal with troubled software development projects and environments. Small iterations of try it, fix it, test it cycle will discover design problems and develop tolerance to changes while producing final and usable product.

A decision should be made based on facts, not speculations

Make high-level decision first, then low-level decision for the detailed problems

Concurrent Development ( make high-level and low-level decision simultaneously ) will decrease development time and costs while increasing product performance

Some ways to delay decision making : avoid repetition, separate concerns, encapsulate variation, defer implementation of future capabilities, avoid extra featuresDecide as Late as Possible

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Keep your options open as long as practical, but no longer.Repetition: every function should be placed in one place in the code. Separate concerns: every module should only have one responsibility. Encapsulate: encapsulate things that is likely to change. Defer implementation: dont add capabilities of what you know will be needed in the future. Extra features: only add whatever the customer need right now.

Fast delivery only small amount of resources tied-up in work-in-progress

Let the customer needs pull the work

Pull scheduling with kanban systemPut to do list, work in progress, and completed work in one board

Deliver as Fast as Possible

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Deliver value to customers as soon as they ask for it. Customers like rapid deliveries, thats why the immediate shipping became the standard for online shopping. Only work on what the customer asked to deliver fast. Use pull scheduling for developers with the kanban board. Put to do list, work in progress list, & completed work list in a kanban board & let the developers choose their work.

Let the team members contribute in every decision made

Use pull scheduling system to make everyone in the team choose their work

The team managers role is to supervise, coordinate, and motivate the teamEmpower the Team

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Let the people who add value use their full potential.

Perceived integrityGained through the customers experience, how the system is advertised, delivered, installed, accessed

Conceptual integrityGained through the system development, how good is the system architecture

A customer will think that a system has perceived integrity if the system is relevant and useful for the customers needs

A system has conceptual integrity if all of its components works together as a whole, flexible, efficient, and responsiveBuild Integrity In

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A system is called to have an integrity if the user thinks this is what they really need. A software is called to have an integrity if it still works even after a long time passed.

A system capability depends on how its components works together, not only how every component works as an individuals

If everyone in the team only optimize their own, local, small works, there might be a chance for undiscovered problems in the system as a whole

Avoid local optimation, but pay attention to the detailsSee the Whole

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Beware of the temptation to optimize parts at the expense of the whole.

Project Life Cycle

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Theres no exact life cycle in Lean SD, you have to adapt Lean principles to your own project. For my case, this is the project life cycle. The first 3 phases are iterated until the customer no longer has any request or requirement change. After all of customers needs are already made, then the project will be deployed. In the Analyze & Design phase, the system designer will gather customers requirements and make the systems structure. After each implementation or coding, the system will be tested and if there is any bugs or problems, designer will re-design the structure and programmer will implement the new structure.

SYSTEMIMPLEMENTATIONIterations used and features made

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4 types of user : Super Admin, Super User, Admin, Passive

Super Admin MayHR website admin, register clients and their respective Super User

Super User Holds all access of the clients data in MayHR, set the options in Setting feature

Admin & Passive Determined in the employees user account registration, one user account may have admin access on one module and a passive access on the otherUser & Membership

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Super admin is the MayHR website admin who will register clients & their respective super user. Each client can have many companies but only one super user who holds all access to the clients data in MayHR and set the options in Setting feature.

Offers flexibility to every type of company

Available for all modules

Can be accessed by the Super User

Setting

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Super User can set options in every modules, from organization structure, job positions, survey questions, to key performance indexes.

OrganizationEmployeeCareerReimbursementLoanPerformanceTrainingRecruitment

Each module has reports and a dashboard to summarize dataModules

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Organization module is used to handle announcements & company policies.Employee : employees data, surveys, onboarding, & work accidents.Career : career transitions, awards, & disciplines.Reimbursement : employees reimbursement requests.Loan : employees loan requests & payments.Performance : employees appraisal & performance planning.Training : employees training courses.Recruitment : job applicants recruitment processes.MayHR doesnt handle payroll & attendance

USER INTERFACE

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This is the employees information page.

USER INTERFACE

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This is the organization structure page. The left sidebar is the list of every module and its features inside. The sidebar on the right is the menu for setting feature. The right sidebar will not be accessible if the logged on user is not super user.

USER INTERFACE

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This is the employee dashboard page which summarize employee headcount by gender and by job grade.

USER INTERFACE

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And this is one of reimbursement modules reports.

2 iterations :

1st iteration : membership system, organization, employee, and career modules with their setting

2nd iteration : reimbursement, loan, performance, training, and recruitment modules with their setting

Lean Implementation

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Produce final usable product after each iteration

High tolerance for change

Faster development time

Less bugs and system problems

Lean cant be used if the customer want a complete prototype of the systemWhy Lean SD?

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1st IterationUser Feedback

58.8% Passive User

41.2% Admin User

52.9% said the features are detailed47.1% said the features are not detailed enough

88.2% satisfied with the UI

11.8% not satisfied with the UI

29.4% felt MayHR is user friendly5.9% felt MayHR isnt user friendly64.7% felt MayHR is quite user friendly

17 people filled the questionnaire

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10 passive, 7 admin. 9 Detailed, the others not detailed enough. 15 Satisfied UI, 2 not. 5 User Friendly, 11 quite easy to use, 1 not friendly enough. No bug and error. One user asked for forgot password feature and it was made right after that. Some user asked for improvements in the UI and some changes were made in UI.

2nd IterationUser Feedback

40% Passive User

60% Admin User

60% participated in first user feedback40% didnt participate in first user feedback

5 said the modules are easy to use7 said the modules are quite easy to use3 said the modulesare hard to use

3 people didntfind any significant changes since first feedback4 people felt the changes are useful

15 people filled the questionnaire

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6 passive, 9 admin. 9 participated in first feedback, 6 didnt participate. 2 people didnt fill the question about changes usefulness.

CONCLUSIONSLean SD method minimalize wastes and problems while producing high integrity software

Lean SD speed up the development time with concurrent development

The use of information system in HRM helps HR managers in data managing and reports making, reducing human errors, and speed up management process especially in performance appraisal process

HRM information system in this final project can be developed further, particularly in the performance module

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Lean SD speed up the development time with concurrent development where big decisions taken first so that crucial problems will be detected earlier

THANKS!