KMS6143 - Information Technology For Manager

Reference No. : CQ0087.0714

Date
: 8th July 2014
Amin Bin Aznizan
CEO
Cinqasa Sdn. Bhd.

RE: Proposal For A Human Resource Information System (HRIS).

Refer to matter above.
I would like to request for our company, Cinqasa Sdn. Bhd. to purchase a HRIS for the
purpose of employee attendance. For your information, we have 90 employees
including the employees from Cinqasa Manufacturing Sdn. Bhd. and CQ Music Sdn.
Bhd.
Currently our manual system is no longer effective and hard to come up with the report
due date on employee attendance. Besides that, this is also because our Cinqasa Sdn.
Bhd. will open new factory branch at Sri Aman so it is necessary to change our manual
time attendance to the latest system online. Attached is the proposal that detailed out
the proposed system with strong justifications. If approved, it is highly recommended
that the system be put in place by November this year.
Looking forward to your approval and if there is any requirement for additional
information, please dont hesitate to contact me for further details.

Thank you.
FOR CINQASA SDN BHD
Abang Fadzli Bin Abang Fauzi
Administration Team Leader
Executive Summary

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The objective of this proposal is to seek approval from CInqasa Sdn. Bhd. for Human
Resource Information System (HRIS) solution to be installed to monitoring the
attendance of staff movement in Cinqasa Sdn. Bhd., and our sister company as well.

Some of related issues that happen when utilizing the manual framework are located
amid the dialog. The paper had talking about all the more about the issue in the issue
articulation. By actualizing the framework, it will lessen organization cost on the grounds
that it help to kill manual paper work and transportation cost. By using new HRIS, we
can track and immediate day report all the more proficiently and quickly. For that, in this
proposal with a suitable result, the shortcoming might be succeed. Also, the proposed
the framework won't just give a superior method for overseeing human asset
information yet in the meantime aid the HR group to deal with the human asset viably.
This is strongly support by Tayfour (2008) that time attendance system is software that
helps organization for registering and tracking employee attendance.

This system

software eliminates paperwork and saves employees time calculation, validation, and
re-keying payroll information. From this proposal, we also done Cost Analysis Benefit
(CBA) for the proposed the system which is indicate a favourable of 43.22 % Return on
Investment (ROI).

At the end of this paper, a Gantt chart are prepared to outlining all activities starting from
the preparation phase up to the post evaluation of implementing the new system in
Cinqasa Sdn. Bhd
ACKNOWLEDGEMENT

KMS6143 - Information Technology For Manager

Alhamdulillah, I would like to express my highest appreciation to several people for their
relentless support and efforts in making this report possible. Especially to Amin Bin
Aznizan without his guidance and persistent help, this proposal would not have been
possible. I am fortunate that members of the HR department have been very supportive
in helping me whenever required from the start till the completion of the proposal. Last
but not least, thanks to all those has supported me in anyways in preparing this
proposal.

Abang Fadzli Bin Abang Fauzi

1.0 INTRODUCTION

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1.1 Company Background

Name Of Company

: Cinqasa Sdn. Bhd.

Subsidiries Company

: Cinqasa Manufacturing Sdn. Bhd.

: CQ Music Sdn. Bhd.
: Borneo To The World Sdn. Bhd.

Cinqasa Sdn. Bhd. is new and rising trading company that owns the beverage brand
Leema. It was established in July 2012 by a young visionary entrepreneur, Mr. Amin
Aznizan and a group of experienced personnel with the goal to introduce local Sarawak
products into the mainstream global market. Currently, Cinqasa Sdn. Bhd. have 100
employees including from subsidiaries companies.

Mission

: Strive for excellence in product quality and innovation, customer

satisfaction and personnel development.

Vision

: To gather Sarawaks indigenous products that deemed unique

and introduce them to the world.
: To constantly provide the best quality products and services that
meets the customers needs.

2. Benefits of Solution

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Taking into account the current issue confronted by the Human Resource Department,
Human Resource Information framework proposed to enhance its HR capacities. With a
specific end goal to help HR Department to deal with their worker's information more
compose, it is recommended to the administration to have a framework to help beat the
issue in Human Resource Development.

Based on our proposal, Cinqasa Sdn. Bhd. will get the follow benefits when
implementing the HRIS such as:
a) Well organize of employees data attendance.
b) Up to date of employees record
c) Cut cost in term of paper and printing usage.
d) Easy to track employees activity and movement.
e) Time efficient and less human error in managing the employee data for HR
management.

3. Stake Holder Report

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HR Department received several positive feedback regarding the suggestion of
implementing HRIS. The feedback given as follow:
a) Cinqasa Sdn. Bhd. Management/shareholders: support of procuring this system
because it helps to improve management of employees attendance and activities.
b) Clients/ Employees: support in purchasing this system due to avoid human error
while log in/ log out for the attendance. It is also for their convenience.
c) Human Resource Department: strongly support because this can help the
management to monitor and keep employees attendance.

Reference No. : CQ0088.0714

Date
: 8th July 2014
Amin Bin Aznizan
CEO
Cinqasa Sdn. Bhd.

KMS6143 - Information Technology For Manager

RE: Support Letter For The Proposal New Human Resource Information System
(HRIS).
Refer to matter above.
I, Abdul Hardie Khalid as Head Executive of HR Department is fully or strongly support
the proposal for new employees attendance system (HRIS) to replace our manual
employees attendance.
For your information, HR Department always experience a lot of issues that arises from
our manual employees attendance because our employees are getting increased and
hardly to monitor their attendance / activities manually.
Besides that, it is necessary to have new employees attendance system since we will
open our new branch soon. Please dont hesitate to contact me for more details.
Thank you,
FOR CINQASA SDN BHD

Abdul Hardie Khalid

Head Executive of HR Department

4. Problem Statement
Since our management using manual time attendance, some problem arises because
our employees are getting increased due to our massive production in these few
months. And in our expectation, we will need more employee at least 30 employees
in nearest moment since we will be having new branch at Sri Aman. In this proposal,

KMS6143 - Information Technology For Manager

the issues that we can identify are difficulty in tracking and contacting employee, time
consuming, less friendly user, and buddy punching issue (for example, employee
asking another person to punch in/out for him or her). These issues will causes
attendance problem, discipline issue, break down communication, tension work place
environment and reduces productivity. This is supported by Sessoms (n.d) said that
The absent or tardy worker affects co-workers and clients. Absenteeism creates more
work for others or leaves important work undone. For example, if one workers
absence or have habitual lateness even in a small business can affect production
schedules, which is cause others to reschedule planned leave and reflect badly on
the company reputation if customer service suffers.Not only that, poor attendance
also can causes uneasy or bad feelings among co-workers who always follow the
rules and practice good work ethics.

As for rapid growth company like us, Cinqasa Sdn. Bhd needs to change our manual
time attendance and implement new attendance system (HRIS) to prevent any
attendance problem or issue in future. Of course, the new attendance system (HRIS)
that proposed will provide a better way of managing human resource data but also
assisting in HR Department to manage the human resource effectively.
5. Proposed Solution
DEKSTOP PC
Specification
Price

HP
RM 1499

DELL
RM 1699

ACER
RM 1629

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Model

1. HP Pavilion 500336d Desktop PC

2. Inspiron
Desktop 3000
Series

3. Aspire
XC605

Windows 8.1 64

Windows 8.1

Intel Core i3-4150

with Intel HD Graphics
4400 (3.5 GHz, 3 MB
cache, 2 cores)

4th Generation
Intel Core i3
Processor

RAM

4 GB 1600 MHz DDR3

4GB Memory

4GB DDR3

Hard Disk

500 GB 7200 rpm SATA

500GB Hard Drive

1TB SATA

Video Card

Intel HD Graphics 4400

NVIDIA GeForce
705 1GB DDR3

Warranty

3-year limited parts,

labour and on-site
service,

Support

toll-free technical phone

support for the first 30
days

1 Year Ltd Hardware

Warranty, InHome
Service after Remote
Diagnosis
online support and
service center

NVIDIA
GeForce
GT 710 2
GB
1-year Local
Limited
Warranty

Operating
System
Processor

Windows
8.1

Intel
Core i3
4150
(3.5GHz)

Online
support and
service
center

For desktop pc, our team decided to proposed Acer Aspire XC605. It has higher
graphic and bigger hard disk space which is a big advantage. It is compulsory to have
big hard disk space to support the software and to cover back ups file.

PRINTER
Specificat

HP

DELL

CANON

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ion
Price
Model

Printer
Type

RM 469
HP Deskjet Ink
Advantage 4515
e-All-in-One Printer

RM 1,149.00
Dell Colour Multifunction
Printer - C1765nfw

RM 358.00
PIXMA E610

Print, Copy, Scan, Photo,

Web

Print wirelessly, scan, copy

and fax with one affordable,
space-saving device
37.4 lbs (15.5 kg) (with
consumables)
40.2 lbs (18.3kg)- Shipping
Simplex, 600x600dpi
(default):Mono/Colour
Up to 15 ppm mono and up
to 12 ppm colour (letter/A4);
(Actual print speed vary with
use)
Single-Page Doc, 600x600dpi
Mono/Colour
15cpm/12cpm
Multiple-Page Doc (ADF),
600x600dpi Mono/Colour
Up to 10.6cpm/2.5cpm

Print, Copy, Scan,

Photo, Web

Weight
Print
Speed
(PPM)

Print speed black (draft,

A4) Up to 21 ppm

Copy
Speed

Copy speed black (draft,

A4) is up to 21 cpm
Copy speed colour (draft,
A4) is up to 17 cpm

Warranty

1 Year Limited Warranty

(Return to HP/Dealer - Unit
Exchange), plus 1 Year of
Extended Support

1-year Limited Hardware

Warranty and 1 Year
Advanced Exchange Service

Support

Online support and tollfree technical phone

support

Online support and toll-free

technical phone support

approx. 8.5kg
up to 8.9ipm mono /
5.2ipm colour

Document: Colour:
sFCOT / Simplex:
Approx. 23secs.
sESAT /
Simplex:Approx.
4.1ipm
ESAT / Simplex:
Approx. 3.4ipm
free repair varies from
country to country and
starts from the date of
purchase. Free repair
does not apply to
supplies (paper or ink
tanks / cartridges /
print head) even within
the warranty term.
Online support and
toll-free technical
phone support

KMS6143 - Information Technology For Manager

For Printer, we would to propose Dell Colour Multifunction Printer - C1765nfw. Although
the price is almost triple than others, but we can print wirelessly so it will provide more
convenience to our employees and to the management as well.

SERVER
Specification
Model

DELL
DELL
POWEREDGE T20
DL-SVRT20/E3

HP
HP PROLIANT
ML10 E3-1220V2
1P NHP SERVER

ACER
ACER AT110 F2
TOWER SERVER

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MINI TOWER
SERVER

737650-375

Hard Disk

RM1,883
Intel Xeon E31225 v3 Processor
- 3.2GHz, 8M cache
- Max Turbo
Frequency 3.6 GHz
1TB SATA HDD

RM1,698
Intel Xeon E31220v2 Processors
- 3.1GHz, 8M Cache
- Max Turbo
Frequency 3.5 GHz
-

Memory

4GB UDIMM RAM

4GB (1x4GB) Dual

Rank x8 PC312800E (DDR31600) Unbuffered
CAS-11 Memory Kit

Power

290W

Weight
Warranty

Approx. 10kg
3 years Dell
Gobal
Warranty (Dell
Service
Center)
TechHyperMart
Products
Warranty
Terms &
Conditions

300 Watts 80+

Bronze Non-Hot
Plug, Non
redundant Power
Supply
Approx. 10kg
- 1-Year Parts, 0-Year
Labor, 0-Year Onsite
support with next
business day
response HP Gobal
Warranty (HP
Service Center)
- TechHyperMart
Products Warranty
Terms & Conditions

Price
Processor

RM1,999
Intel Xeon E3-1220
Processor
- 3.1GHz, 8M Cache
- Max Turbo Frequency
3.4 GHz
1TB SATA (7,200 Rpm)
Hard Drive
1 x 2GB DDR2
1333Mhz ECC
Unbuffered Memory
(upgradable to 8GB)
Dual-channel support
on 4 DIMMs
450 W Power Supply
80 Plus Bronze

Approx. 8kg
3 Years Next Business
Day Onsite with 9x5
phone support
Optional Upgrade to
24x7 phone support
Acer Gobal Warranty
(Acer Service Centres)
- TechHyperMart
Products Warranty
Terms & Conditions

For the server, we propose DELL POWEREDGE T20 DL-SVRT20/E3 MINI TOWER
SERVER. This is because it has bigger memory, lower power consumption and 3.6Ghz,
obviously its the best. Not to mention the price is also cheaper than ACER AT110 F2
TOWER SERVER.

KMS6143 - Information Technology For Manager

PROJECTOR
Specifica
tion
Model

ACER

CANON

SONY

ACER P1383W
PROFESSIONAL
AND EDUCATION
PROJECTOR

CANON LV-7292A
XGA PROJECTOR

SONY VPL-DX120
3LCD PROJECTOR

Price
Technical
Informatio
n

RM1,759
Projection Method
Ceiling
Front
Rear
Platform Supported:
Mac, PC
Minimum Lens
Aperture F/2.5
Maximum Lens
Aperture F/2.6
Zoom Type Digital
Zoom
Manual Zoom
Digital Zoom Factor
2x
Standard Mode
Brightness 3100 lm
Colour Support 1.07
Billion Colors (30-bit)
Native Resolution
1280 x 800
Maximum Resolution
1920 x 1200
Minimum Projection
Distance 1 m

RM1,999
Projector
Imaging device,
number: Transmissive
LCD panel x 3 panels

RM1,659

Lens configuration:
F2.00 - 2.15, 18.38 22.06mm
F number, focal
length: 1.2x
Zoom magnification:
Non-powered
Lens shift ratio
(fixed): 6:1
Optical system:
Dichroic mirror and Xprism system
Brightness (high):
2200lm
Marginal illumination
ratio: 85%
Contrast ratio*2:
2000:1
Projection distance:
1.3 - 11.8m
Projection distance
for 100": 3.3 - 3.9m
Image Size: 40 ~ 300
type, 4:3
Height 333.5 mm
Width 247mm
Depth 101mm
2.99kg

Approx. 1.2 times

manual zoom / manual
Focus, TR = 1.47~1.77:1

Lens

Image

Dimensio
ns
Weight

Height 93 mm
Width 314 mm
Depth 223 mm
2.5kg

N/A

Resolution: Panel
display: 2,359,296
(1024x768 x 3) pixels
Colour System:
NTSC3.58, PAL, SECAM,
NTSC4.43, PAL-M, PAL-N
Display Resolution Video
input: NTSC, PAL,
SECAM, 480/60i,
576/50i, 480/60p,
576/50p, 720/60p,
720/50p, 1080/60i,
1080/50i, 1080/60p,
1080/50p
(WxHxD) (without
protrusion) 315 x 75 x
230.5 mm
2.5 Kg (5 lb 7 oz)

KMS6143 - Information Technology For Manager

Warranty

2-years Carry-In
(Lamp: 1-year or
1,000 hours
whichever comes
first) Acer Gobal
Warranty (Acer
Service Centres)

1 year Canon Gobal

Warranty (Canon
Service Centers)
- TechHyperMart
Products Warranty
Terms & Conditions

1 year Sony Gobal

Warranty (Sony Service
Center)
- TechHyperMart
Products Warranty Terms
& Conditions

For Projector, we propose Acer P1383w Professional And Education Projector because
it has better screen resolution, can be used for Microsoft and Mac system, and longer
warranty.

HRIS System

No

Description

Price (RM)

Vendor
TrackSmart

KMS6143 - Information

CIPHR
RM 100.53 user x 3 (staff) =
RM 347.25 / per month
RM 331.59 / per month
Technology For Manager
HR to Payroll

integration

Other Features

Easy, intuitive
attendance tracking

Customized
calendar view

Secure paperless
recordkeeping

Weekly time sheets

Employee &
Supervisor selfservice

Personal customer
support

Mobile App for

Android and
iPhone

Robust reporting

Email notifications
and alerts

Track up to 200
employees

Mobile App

Payroll Management

HMRC supported

Payslips, e-P60s,
electronic
P6/P9/SL1 and SL2
forms

Web Recruitment
and Talent Aquisition

Big Data Analysis

Employee On
boarding

Grievance and
disciplinary reviews

Applicant Tracking

Multi-currency
facilities

Real-time Reporting

Pay reviews and

proposals

Organizational
Charting & Analysis

Employee SelfService

Expense
Management

Training Coordination & Cost

Analysis

Skills gap analysis

Large Enterprises, Mid Size
Business, Non Profits,
Public Administrations,
Small Business
Android, iPhone-iPad, Mac,

Intended Users
Devices

Mid Size Business, Non

Profits, Public
Administrations, Small
Business
iPhone-iPad, Mac, Web-

KMS6143 - Information Technology For Manager

Based on the review above, we proposed for CIPR application. This is why because the
application provides most of the HR functions. Since we only have 3 users that control
the attendance system in HQ and branch, so the cost per month is cheaper than
Tracksmart.

6. Summary of The Final Product.

Below the table of final product of the plan that conclude based on the above
comparison of hardware and HRIS solution.
Suggested

Total price
Item

Vendor

Price (RM)

Plan
Employee
Attendance
System
Desktop
Printer

Server

Projector

(RM)
HRIS Solution

CIPR

RM 100.53

RM 302

HP Pavilion 500336d Desktop

PC
Dell Colour
Multifunction
Printer C1765nfw
HP PROLIANT
ML10 E31220V2 1P NHP
SERVER
737650-375
ACER P1383W

HP

RM 1499

RM 3998

Dell

RM 1149

RM 2998

HP

RM 1999

RM 2298

Acer

RM 1759

RM 3518

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PROFESSIONAL
AND
EDUCATION
PROJECTOR
RM 11,614.59

7. Cost Benefit Analysis (CBO)

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8 Implementation Schedules and timelines (Gantt Chart)

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HRIS PROPOSAL
WORK PROPOSAL
ACTIVITIES

Discussion & Proposal Meeting

System Presentation / Briefing to

the employees

Price Order to Vendor

Proposal Report and Presentation

Vendor Selection & Buying

Process

Implementation Process

7
8
9
10

11

JULY

System Implementation
Employee Training
Data Collection/ Transfer
Despondences, Employee
Training, Monitoring &
Improvement
The Implementation of system

9. Challenges Or Constraints

AUGUST

SEPTEMBER

OCTOBER

NOVEMBER

KMS6143 - Information Technology For Manager

In actualizing the framework, there are a few difficulties anticipated as follow:

a) Time :
Some of staff from HR Department may need some period of time to get used
with the new programme. But still, its not a problem since we are familiar with
the computer software.

b) Potential Software Errors :

Every program has the possibility to get errors or bug. It may not happen
always but some precaution may be taken especially in trying for the new
software / system.

10. Conclusion

KMS6143 - Information Technology For Manager

According to Sessoms (n.d), business creates staffing plans to meet important daily
operations needs, and each worker fills a critical role. Employees attendance can affect
the companys bottom line, reflected in the costs to hire temporary workers to fill in for
absent employees and the cost to replace and retrain fired employees. Poor employees
attendance can result in ineffectiveness, loss of productivity and loss of customers or
clients, all of which affect company earnings and profits. This is why we need to replace
our manual employees attendance to the new attendance system (HRIS). To support
our proposal, we also done Cost Analysis Benefit (CBA) for the proposed the system
which is indicates a favourable of 43.22 % Return on Investment (ROI). Based on
43.22% ROI, it shows that this new HRIS can give more benefits to Cinqasa Sdn. Bhd.
Hopefully, this new attendance system can benefits to our company and our
subsidiaries companies as well.

Reference:

KMS6143 - Information Technology For Manager

Tayfour, M. F., (2008). Developing Time And Attendance System. College of Arts
and Sciences. Universiti Utara Malaysia.

Sessoms., G. (n.d). Importance of Attendance in Work Ethics. Retrieved from

http://work.chron.com/importance-attendance-work-ethics-5082.html