Tài liệu đặc tả yêu cầu phần mềm quản lý nguồn nhân lực chuẩn quốc tế

Tài liệu đặc tả giải pháp hệ thông thông tin quản lý nguồn nhân lựcTài liệu đặc tả phần mềmINFORMATION SYSTEM Theories PracticesCONDUCTING THE SOLUTION TO PROVISION OF STAFF MANAGEMENT SOFTWARE FOR FMSTYLE STOREI.THE NEED OF THE STAFF MANAGEMENT SYSTEMsự cần thiết của hệ thống quản lý nhân sự

DA NANG UNIVERSITY OF TECHNOLOGY



Topic:

CONDUCTING THE SOLUTION TO

PROVISION OF STAFF MANAGEMENT

SOFTWARE FOR FMSTYLE STORE

Instructor : Nguyen Tran Nhu Ngoc

owadays, Information Technology plays an important rule of our life It was said that USA is wealthy and strong partly thanks to Information Technology Information Technology was considered as a fiction but now it becomes an indispensable part of many fields such as Medicine, Business, even Education, etc

The practical demands of society require people to be active and creative in order to produce

as much as possible The more the companies develop, the more applications there are Thus, there's a need of large collections to store the employees' profiles when they are hired With the aim to minimize the difficulties in management and payments, the most effective solution now is investing more in technology and modern equipment Applying information technology and automatics in management aims to improve the quality of services, innovate the way of managing and increase productivity These are the core issues that are discussed in this topic

As we know, human is the main factor for a company to maintain With the speed of the development of Information Technology, the programmers have invented many software so as

to assist people's work The software of human sources management is one of the issues that has been most considered recently The software helps to minimize the difficulties in managing files and documents and make a lot of room to store them

The topic of staff management is not a new one, and there are many software introduced by many professional technology companies But we with a hope to find out and make out a piece

of knowledge in a very large amount of information technology, decided to take a further look

in the structure of the company in order to write a software of human management to assist the company My applied software mat not be complete yet and there must be some drawbacks, but above all, it is the result of our efforts to get access to the working environment of Information Technology

We sincerely thank for the enthusiastic support of MSc Nguyen Thi Thanh Tam to help us to accomplish this topic

N

TABLE OF CONTENTS

INTRODUCTION 2

I THE NEED OF IMPLEMENTING A STAFF MANAGEMENT SYSTEM 6

1.1 Project objectives 6

1.2 The scope of Project 6

1.3 The benefits 6

II OVERVIEW OF A COMPANY 7

2.1 Company Introduction 7

2.2 The SWOT of a Company 7

2.3 Company’s Capabilities 8

III OVERVIEW OF A STAFF MANAGEMENT SYSTEM 8

3.1 The main functions of a system 8

3.2 The purpose of functions 8

IV INTRODUCING SOLUTIONS AND DEPLOY A SYSTEM 9

4.1 Software solution 9

4.2 Hardware solution 9

4.3 Network solution 9

4.4 Deployment plan 10

V SOFTWARE DESIGN SOLUTIONS 11

5.1 System scale 11

5.2 Designing an Effective Privacy and Security Plan 16

VI AVAILABILITY MANAGEMENT 17

6.1 Customer Requirement Analysis of Project Availability 17

6.2 Service Availability 17

6.3 Availability Planning 18

VII CONTINUITY MANAGEMENT 18

7.1 Developing continency plans 18

7.2 Planning for ITSCM 19

VIII FINANCIAL MANAGEMENT 20

8.1 Analysis Financial & Prepare Budget 20

8.2 Accounting price for software 21

8.3 Accounting 21

8.3.1 Hardware 21

8.3.2 Infrastructure 22

8.3.3 Software 23

8.3.4 Training 24

8.3.5 Setup and maintaining 24

8.3.6 Other 24

8.4 Charging 24

IX CONFIGURATION MANAGEMENT 24

I THE NEED OF THE STAFF MANAGEMENT SYSTEM

1.1 Project objectives

- The Project objectives will help customer understand about the need of them based on the difficulties they encounter From that we will build the system to support and improve the situation, save costs In addition, the system will help businesses create and maintain competitive advantage to rivals

- Based on customer requests, we decide to learn process of FM STYLE Shop By research and transforming the process from manual to professionalize, we had the requirement for build our project

1.2 The scope of Project

This project is a staff management system Range deployment is limited within in area Final product of the project is designed to staff management for restaurants, coffee shops and hotels

In this project, we focused on limited the scope of the system in a fashion store chain

1.3 The benefits

 Efficiency of Administration

The FMSTYLE Company more than a few dozen people working in each store and it can become an administrative nightmare about keeping track of basic staff information if on a paper-based system The system will save and keep track anything customer need about their staff (ex: Profile, payroll, working schedule, ), this leads to reduced customer cost

 Improves management of staff time

The system eliminates time theft of staff The Company lose tremendous amounts of work hours each year because employees waste 20 minutes per day, minimum

 Monitoring remote staff

The system also monitors remote workers This technology can integrate with mobile devices

or the internet The use of camera and fingerprint reader can monitor employees working from places, even if our customer is halfway around the world

II OVERVIEW OF A COMPANY

2.1 Company introduction

Founded in 2012, starting a business from one small store, today FM STYLE has constantly developed and became a specialty store system young fashion business with more 15 branches,

is one of the leading fashion brands in Da Nang City

Name: FM STYLE Store

Location: The larges fashion shop chain in Da Nang city, Vietnam Headquartered at 172 Le

Duan Street, Thanh Khe District, Da Nang City

Size: 150 - 200 employees, doing business in 6 provinces nationwide Headquartered in Da

Nang city

Major areas: Clothes

Organizational type: Consortium of the multi-sector economy

Human resource situation in a one of FM STYLE store:

Head store 1 Vice store 1 Salesperson 4 Cashier 2 Marketer 1 Security guard 2

2.2 The SWOT of a company

- System can create and maintain

competitive advantage to rivals

- Competitors have poor system The

application of information technology is

very limited in most fashion shop

- Profit margins could increase

- Large system with 15 branches but only one manager Customer need to recruit administration for system

- Information Technology is developing quickly with competitors having to continually upgrade to compete

2.3 Company’s Capabilities

They have strong financial resource For long-term, they understand the importance of Information System application in company The company ready to cooperate and invested capital with the development team to conducting the system The company plan change activities, want to standardizing & simplifying managing

Each store has four surveillance cameras, one computer Company can use the devices available to integrate with system

III OVERVIEW OF A SYSTEM

3.1 The main functions of a system

 Add staff

 Working schedule

 Timekeeping

 Payroll

 Delete staff

3.2 The purpose of functions

 Add staff

Administration or Manager add new staff into the system They will add all information of staff

as require of the system (Full name, Date of birth, Sex, Address, Phone number, Position, …)

This function will support customer manages staff information easily

 Working schedule

Because fashion stores often recruit students to work part-time, this function will help Manager Staff will sign in working schedule and Administration or Manager will follow it If staff arrange or change schedule together, Administration or Manager will know it on system

 Timekeeping

This function based on the “Working schedule” function to timekeeping Working schedule

will be saved to database and the system based on it to timekeeping automatic

 Evaluation

The staff work overtime will be considered to reward and take disciplinary action against staff who is late for work or leave earlier than closing time The system will filter out the report about list of staffs are rewarding or disciplinary and it will be send to Administration or Manager This function can be increased or reduced income for staff

 Payroll

This function based on "Timekeeping" and "Evaluation" functions to determine automatic

salary for staff and send report to Manager

 Delete staff

Administration or Manager may be removed or fired a staff out of the system This function

based on list of staff who is often violations in “Evaluation” function or the staff want to quit

And the system will send a message reason why they were fired

IV INTRODUCING SOLUTIONS AND DEPLOY A SYSTEM

- The Management interface displays all the functions of the system Manager can use all functions to manage their staff, and details of functions listed in Section II.2

4.2 Hardware solution

- Each store has four surveillance cameras; the system can use the it to integrate with system

- Installing fingerprint scanners Staff’s fingerprints will be stored on the database to integrate into software It checks working schedule of staff and helps Manager will know their staff be present on time or not, monitoring remote staff and the system based on it to timekeeping automatic, staff assessment

 Phase 1: Problem recognition

- We will make appointment with the Manager of FMSTYLE Shop in headquarters and end interview on same day

- Identify issues that companies face and provide solutions suitable system

 Phase 2: Information gathering and analysis

- Collects additional data to ensure we have all information needed about company to start the

development of the solution

- Analysis SWOT and capabilities of company, from there given a solution suitable

 Phase 3: The Requirements specification

- Focus on analysis the requirement of customer and description of main function of the future

system; an initial architecture of the system

 Phase 4: The System Architecture and Design

- Complete the all module of a system, plans construction the architecture and standards for the

entire system, the prototypes of main components, and database

- Integrated software and hardware together UI design

 Phase 5: The System Construction and Release

- Detailed plans for the development and testing

- Testing and integration of components

- User documentation

- Training and communication materials

- Detailed plans for implementation of the release

 Phase 6: The system review and maintenance

- Focus on the review and acceptance of a release of customer

- It performs all necessary conversions and installations, transfer responsibility to user and puts

a release into production and continues to provide supports and maintains when needed

V SOFTWARE DESGIN SOLUTIONS

5.1 System scale

Name of Function ADD STAFF

Old process: When the candidates apply for a job and become official staff:

1 The manager receives their record

2 The manager enters all new staff information into Microsoft Excel

3 List of staff will be entered on Microsoft Excel and printed for

storage

Problem:  If the manager does not enter one or more staff information;

 Or the manager enters duplicate data

 Microsoft Excel do not inform about that

 Waste of time and inaccuracies

New process: When the candidates apply for a job and become official staff:

1 The manager creates an account and get fingerprints for new staff to access the system

2 New staff log in to the system and complete their profile

3 The manager will receive new staff list and their completed profile

4 Data backup and close the toolbar

Benefits:  Each fingerprint and account is unique This is the "primary

key" to help the manager manages their staff

 Managing staff has duplicate information easily

 The manager does not need to enter the information of each staff, staff will be responsible for it

 If staff does not enter the required information The system will not save

 Manager only check the authenticity of the information

Old process: When staff sign in working schedule:

1 Staff must register schedule directly with manager

2 The manager will check again staff schedule and enter it in Microsoft Excel

3 It will be printed out and the staff will rely on it to go to work

Problem: In step 1 of old process,

 Employees will not take the initiative in working time;

 Or if staff do not register working schedule for next week

 Microsoft Excel do not inform about that The manager must recheck manually

In step 2 of old process,

 If staff do not register working schedule for next week;

 Or the manager enters duplicate data

 Microsoft Excel do not inform about that

New process: When staff registers working time by accessing to system after

login:

1 The manager login to the system, select the menu item on toolbar and click Working schedule

2 Staff registers working time

3 The manager will receive working schedule board on the system without direct contact

4 Data will be backup

Benefits:  Staff will take the initiative in working

 Staff can arrange and change the schedule together on system without direct contact to the manager They will be responsible for it

 Staff work overcome the target will be considered to reward

 The manage will receive staff working schedule on system

 The manager only check the authenticity and do not need to schedule in traditional way

Old process: 1 The manager must recruit a head store or vice store for each

store They will enter and send staff schedule to the manager

2 The manager based on staff schedule for timekeeping

3 Or the manager based on attendance record for timekeeping in

traditional way

Problem:  Waste of time and inaccuracies

 Staff are often not self-conscious and cheating on working time

 Microsoft Excel do not automatic timekeeping, the manager must do it manually

 Costly for timekeeper person (head store, vice store, …)

New process: When the manager want to automatic timekeeping by accessing to

system after login:

1 Staff must check-in before and after work by their fingerprints

to recheck it with their working schedule

2 The manager login to the system, select the menu item on toolbar and click Timekeeping

3 The system based on Working schedule to automatic timekeeping

4 Staff can check the Timekeeping at the end of the month by login to the system

5 Confirm the accuracy and then report back to the manager

Benefits:  Save time and improve accuracy

 Fingerprint scanner like the timekeeper, it will manage time in and out of staff

 The manager will receive the report and statistical file

 Raising awareness of staff and reducing cheating

Name of Function EVALUATION

Old process: 1 The manager must recruit a head store or vice store for each

store

2 A head store or vice store have the right to directly manage and evaluate staff of store

3 The manager will manage the staff of each store through them

Problem:  It costs more money to manage a store that for more than one

evaluator

 The evaluator may favor a certain staff This does not seem fair

 Evaluation policies often inconsistent and transparent due to

manual intervention and the evaluator's feelings

New process: When the manager want to evaluate staff by accessing to system

4 The staff will receive evaluation information on the system daily

5 Data will be backup

Benefits:  Save money and improve accuracy

 Fingerprint scanner like the evaluator, it will evaluate staff of store

 The manager will receive the report and statistical list of rewards and disciplines

 Raising awareness of staff and reducing cheating

Old process: 1 The manager must open Microsoft Excel of staff list

2 Manually calculate employee wages based on staff schedules

3 Manually calculate employee wages based on staff ratings

4.Calculating the total salary for each staff

Problem:  Staff schedule and ratings elements are stored in a separate

worksheet not connected to each other

 Traditional ways often occur errors Waste of time and inaccuracies

 Costly for accountant

New process: When the manager want to payroll staff by accessing to system

after login:

1 The manager login to the system, select the menu item on toolbar and click Payroll

2 Select the staff you want to calculate the salary

3 Click on Calculate and the system will automatically get the results from Time Keeping and Evaluation (2 functions are already installed on the system) from which the manager will get back exactly the total salary of the staff

4 The staff will receive payroll information on the system at the end of the month

5 Data will be backup

Benefits:  Save time and improve accuracy

 The system will automatically connect Timekeeping and Evaluation to calculate payroll

 Calculating payroll by one click

 The manager will receive the report and statistical of payroll

 No need to recruit accountant for payroll

Old process: When the staff want to quit a job:

1 Staff must contact directly with manager

2 The manager must find staff and delete in staff list on Microsoft Excel

3 Find and delete that employee on other relevant spreadsheets of Microsoft Excel

4 Printed out for storage

Problem:  If the manager does not delete one or more staff information, or

the manager delete other staff Microsoft Excel do not inform about that

 All of information about staff are stored in a separate worksheet not connected to each other

 Waste of time and inaccuracies

New process: When the staff want to quit a job:

1 Staff login to system and inform to the manager

2 The manager receives it and asks the staff to confirm again

3 Staff confirm The manager selects the menu item on toolbar and click Delete Staff

5 Select the staff to delete, and delete them

5 Data backup and close the toolbar

Benefits:  Each fingerprint and account is unique This is the "primary

key" to help the manager manages their staff Delete “primary key” will delete all data of staff

 Deleting all data of staff by one click

 Staff can apply for immediate leave on the system without contacting the manager directly

5.2 Designing an Effective Privacy and Security Plan

 Determine the importance of information and data security

The common concern of businesses is the loss of data, the time it takes to recover data when it

occurs, especially for important organizational applications The stability, security and

durability of the system is a key factor to ensure the business continuity of enterprises in the

economy using information technology opportunities and challenges

 Develop a System for Monitoring and Tracking Network Access

Implement controls and systems that allow for early detection of network intrusions and the

ability to identify the intruders This can be critical to mitigating breaches or other types of

security incidents Continually coordinate with ours IT professionals to ensure that network

access is adequately monitored such that suspicious activity on your network can be detected

prior to breach

 Raise staff awareness of the importance of information and data

Employees can be a common cause of data breaches, data loss and data misappropriation if

appropriate safeguards are not instituted and enforced To mitigate these risks, develop

comprehensive policies and procedures that dictate which employees have access to particular

data; establish how confidential and proprietary information must be handled The

effectiveness of a data security plan is critically contingent on employee awareness and

compliance with the plan Companies need to promote employee awareness and preparation

through regular training and set expectations within their organizations that privacy and data

security are taken seriously

 Develop a Breach Response Plan

A critical part of your company’s data security plan is the breach-response plan, which governs

ensure that proper procedures are followed to collect pertinent information related to the breach

and promptly secure the premises and systems where the breach occurred in order to prevent

additional data loss

 Conduct Regular Audits

Regularly measure the effectiveness of your designed solutions, including by revisiting and

reevaluating all of the factors that went into developing them Regular audits should evaluate

your information-security practices and whether your company is effectively following those

practices, including conducting tests to ensure that employees are properly and consistently

implementing the solutions

VI AVAILABILITY MANAGEMENT

6.1 Customer Requirement Analysis of Project Availability

 Identification of functions must be available during the day

- Working schedule

- Time keeping

- Evaluation

 Quantify the length of reasonable run of system

- Based on the opening and closing time of the store, 14 hours / day

- When the service runs perfectly, on the last day of each quarter, during periods when the

service is not running, the system will be maintained

- If errors occur during system use, the maintenance team commits maximum repairs within 5

hours If more than 5 hours will compensate the customer according to the rules stated in the

contract

- In a year, the system will not downtime more than 3 times If downtime exceeds 3 times

will compensate the customer according to the rules stated in the contract

6.2 Service Availability

- Availability is defined as the ability of an end user to access and execute any of the included

application functions from a functioning workstation and live network connection For an

application to be available, all of its supporting systems must be operational

- Availability is measured from the customer’s point of view and is recorded in the SLA

The real availability of system in a year:

𝐴% = 𝐴𝑔𝑟𝑒𝑒𝑑 𝑡𝑖𝑚𝑒 − 𝐷𝑜𝑤𝑛𝑡𝑖𝑚𝑒

𝐴𝑔𝑟𝑒𝑒𝑑 𝑡𝑖𝑚𝑒 ∗ 100% =

(14 ∗ 30 ∗ 12) − (4 ∗ 5 + 3 ∗ 5)

14 ∗ 30 ∗ 12 ≈ 99,30%

- 14 : 14 hours of running time system (based on business time)

- 4 : 4 quarters of a year (maintenance time)

- 3 : The project time could be downtime

- 5 : The maximum recovery time

- Coverage parameters specific to the service(s) covered in this Agreement are as follows:

Telephone support: 9:00 A.M to 5:00 P.M Monday – Friday

 Calls received out of office hours will be forwarded to a mobile phone and best efforts will

be made to answer / action the call, however there will be a backup answer phone service

Email support: Monitored 9:00 A.M to 5:00 P.M Monday – Friday

 Emails received outside of office hours will be collected, however no action can be

guaranteed until the next working day

Onsite assistance guaranteed within 72 hours during the business week

6.3 Availability Planning

- Availability is the ability of a system to withstand or recover from exceptional situations,

such as a computer failure All components have built-in failover features to ensure that

system handles exceptions well

- You can configure components in each of the system tiers to enhance availability As a

general rule, make all of system components available on at least two computers If the

computer on which a system component is running fails, another computer takes over

- If, for tuning reasons, you are not running all components on every server, ensure that each

component is running on at least two servers In the event of a computer failure, the

remaining component processes requests Performance may degrade, but there will be

service

VII Continuity Management

7.1 Developing continency plans

 Risk reduction when the system has been down

Add & Delete Staff

 Adding new employee information or deleting old employee information is essential but not important to other functions

 We recommend using the Microsoft Excel spreadsheet to store new employee information during downtime, the system after fixed will be automatically synchronized with spreadsheet

Working Schedule

 Working schedule will be backed up daily so the downtime will not affect it However, if your employees register a working time at that time, it will be a big problem

 We will provide a similar feature running in parallel at this time

to replace it in case of an emergency

Timekeeping

 This function must be available daily If this function is downtime, we will provide a similar feature running in parallel

at this time immediately to replace it in case of an emergency

 Staff will enter staff code into backup system instead of fingerprint check-in

 Printing a code on staff card and using it for check-in is another way

Evaluation

 This function must be available daily If this function is downtime, we will provide a similar feature running in parallel

at this time immediately to replace it in case of an emergency

 The backup system will be based on check-in time and rating them

Payroll

 Automatic payroll function is not prioritized as other functions

However, this function be downtime at the end of the month will be a big problem

 We will provide a similar feature running in parallel at this time

to replace it in case of an emergency

 If the manager wants to use the Microsoft Excel spreadsheet, the system after fixed will be automatically synchronized with spreadsheet

7.2 Planning for ITSCM

IT SCM needs to create a series of documents, including: A risk prevention plan, an emergency

management plan, a recovery plan

 Risk Prevention Plan: Distributed data storage; back-up electricity power supply systems;

data back-up policies; duplication of critical systems; passive security systems

 Emergency Management Plan:

- Evaluating the impact of the contingency on the IT infrastructure

- Assigning emergency roles to IT service personnel

- Informing users and customers of a serious interruption or service degradation