HUMAN RESOURCE INFORMATION SYSTEM FOR ILOCOS SUR

POLYTEHCNIC STATE COLLEGE

RENANTE PASCUA GALLARIN

FERDINAND FAILANO LAMARCA
ARJAY JACILDO VILLANUEVA
FRANCELEY NEIL CASTRO BAYSA

ILOCOS SUR POLYTECHNIC STATE COLLEGE

INSTITUTE OF COMPUTING STUDIES
TAGUDIN, ILOCOS SUR

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

OCTOBER 2017
 CHAPTER I

Introduction

Human Resource Information System

Human Resource Information is the field or department that handles

the information of an Institution workforce. It is responsible in the making the

institution more improve and reliable. Human Resource is a way of creating business

value through the strategic management of the workplace. The function was initially

dominated by transaction work such as benefits administration, but due to

globalization, company consolidation, technological advancement, and further

research, HR now focuses on strategic initiative like mergers and acquisition and

diversity and inclusion. HRIS is systematic way of storing data and information for

each employee to aid planning, decision-making, and submitting of returns and

reports to the external agencies.

There are challenges in implementing Human Resource Information System.

The first challenge of company to implementation the Human Resource Information

System (HRIS) is ensuring that a HRIS for a company involve one key issue that is

have the users that can use this HRIS as well as he/she can said by William (2006).

The HRIS could be count as the latest technology to operate to human resource

department, but there is not every manager and employees know to use this system

well and some of them even do not know what this system is and what this system is

for. The value of training employees and managers to use a new system should not be

underestimated. Even the most intuitive systems can seem imposing when employees

and managers are unfamiliar with the appearance and functions of the system.

Employees and managers should be involved in the implementation and adaptation of

the system as much as possible and a fair amount of time should be set aside for

employees and managers to learn to use the new system.

To its related literature, Human Resource Management has been the subject of

considerable debate, and its underlying philosophy and character are highly

controversial. Much of this controversy stems from the absence of a precise

formulation of an agreement on its significance and definition Bratton and Gold

(2003). Sage HRMS, formally known as Sage Abra, is built for mid-size

organizations which has core Human Resource functions such as talent management,

work force management and learning management system in order to optimize

employee lifecycle (HRMS, Sage HRMS, 2011).

The Ilocos Sur Polytechnic State College is a public college in the Philippines.

It is mandated to provide professional and technical training in the undergraduate and

the graduate levels in the fields of economics, agriculture, fishery, trade, home

industry, engineering, education, forest research and conservation, management,

finance, accounting and business administration, public administration and other

fields. It is also mandated to promote scientific and technological researches. The

main campus is located in Santa Maria, Ilocos Sur. Ilocos Sur Polytechnic State

College has 6 different campuses located in: Narvacan, Sta. Maria, Santiago, Candon

City, Cervantes and Tagudin Ilocos Sur. There are more than 5,000 students and more

than 1,000 employees.

The manual flow of the Ilocos Sur Polytechnic State College (ISPSC) Human

Resource Information System (HRIS) includes technology specially transaction and

storage. There are records that are kept by the HRMO office, this are the information

of every employee inside the campus of ISPSC, including the Personal Information,
Educational Background, and the work experience. There are also reports that

generate by the HRIS like reports of information of employee, the reports of

employee whether the employee are retired or leave the institution. In transacting of

information of every campus there are employee that assigned by the HRMO officer

this are the registrar, secretary of the campus executive director or the MIS officer.

when there are mistakes in their records the transaction that they perform is by calling

the employee through their phone number or calling the assigned officer of every

campus.

The project is all about creating a helpful Human Resource Information

System with the support of technology for personnel section under the ISPSC. The

system will provide a database program that will ease the accessing of the profile of

the employees. It is designed and developed to manage a wide range of information of

staffs. Narrow the hustle of the admin for searching information of the employees,

organize every profile of the employee.

In brief, this application helps the HRMO Officer to track employees and to

maintain their information up-to-date with ease. Typically, there are various entities

involved around every employee of an organization such as employees personal

information, knowledge background and technical skills.

The problem of the study is to determine process of the HR of Ilocos Sur

Polytechnic State College. The study came to answer the question about the role of

the human resources information systems in identifying the needs of the employee of

ISPSC. Include: What are the current information systems of the ISPSC; What is the

effect of these current system and process on the accuracy and reliability of

documents being distributed to the admin; What is the design needed for HRIS; What
is the level of usability of the HRIS prototype by administration from the different

campuses of ISPSC;

Human Resource Information System for ISPSC will benefit the following:

The Administrator will save time by speeding up for inserting employees information

and updates while raising accuracy. The User will reduce manpower for going to the

institution to view the information of the employees, they can view the employees

information through online. The Researcher will gain more knowledge that they can

apply in making their research paper or other related projects and to serve as their

basis. The Future Researcher helps them to gain more ideas and this would serve as a

basis in the development.

This study generally aims to develop a Human Resource Information System

of Ilocos Sur Polytechnic State College. It addresses the following objectives; Identify

the manual process of Human Resource Information System for ISPSC; Determine

the effect of these manual process on the accuracy and reliability of distributing the

information of employee to the administration; To analyze, design and develop a

prototype of a Human Resource Information System (HRIS-ISPSC) for the Ilocos Sur

Polytechnic State College; Test and determine the level of acceptability of the Human

Resource Information System prototype as Information System strategy in institution

from the different campuses of ISPSC.

The proposed Human Resource Information System is integrated to the

website of the institution which serves as a website for the employee. The system

covers the recording and updating of employee personal information, work

experience, and educational background. The system will generate reports like

printing of employee information. It also includes the status of an employee whether

active or inactive. An inactive status is further categorized to retired. This HRIS does

not include modules such as appraisal form management and online recruitment.

In this system, the software to be used are PHP, MYSQL, and ADOBE

Dreamweaver CS6. PHP serve as its programming language, MYSQL serve as its

Database, and Sublime Text serve as it editor.

This study was conducted in the Six (6) Campus of Ilocos Sur Polytechnic

State College namely; Ilocos Sur Polytechnic State College Narvacan Campus,

Ilocos Sur Polytechnic State College Sta. Maria Campus, Ilocos Sur Polytechnic

State College Santiago Campus, Ilocos Sur Polytechnic State College Candon

City Campus, Ilocos Sur Polytechnic State College Cervantes Campus, Ilocos Sur

Polytechnic State College Tagudin Campus.

 INPUT PROCESS OUTPUT

1. Status of the manual

Human Resource
Interview
Information System

for Ilocos Sur Observation

PROCESS
Polytechnic State ILOCOS SUR
Development
College. POLYTECHNIC

2. Ilocos Sur STATE COLLEGE

Polytechnic State HUMAN RESOURCE

College Human INFORMATION

Acceptability of
Resource Documents SYSTEM.
the system
and Forms.

3. Human Resource

Records and

Employee

Information.

Feedback

Figure 1. Conceptual Diagram

 The paradigm in Figure 1 shows the interaction of the research variables

which include Input Process Output (IPO). The input is the existing status of

Manual HRIS process of ISPSC, the HRIS forms and documents gathered their

personal data sheet, and records and information of employee. Information about the

documents and the forms used in the existing Manual Human Resource Information

System transactions is also included.

The process is the assessment of the current status of the HRIS operation

through the use documents and forms were processed by way of the documentary

analysis together with conducting an interview with the Human Resource

Management Officer and other personnel involved in the human resource information

system process. These were used in the system development premised on the Rapid

Application Development Model. The developed system was test in terms of

acceptability of HRIS for ISPSC as the output.