Journal of Computing and Innovation (JCI) Vol 2 Issue 1 (June 2018) P a g e | 16

Development of Human Resource Information System:

201 Files of Leyte Normal University

Gia Grace M. Abatayo, Celestial G. Camiller,

Yrica Linnette C. Rapada, and Rommel L. Verecio

Leyte Normal University

Philippines

ABSTRACT
The Development of Human Resource Information System: 201 Files of
Leyte Normal University digitalized the current process of storing,
retrieving and organizing the records of employees in the university.
Quantitative and Qualitative type of research methodology was employed
which includes observations and interviews. Participants involved were
the LNU employees and the Head of Records Management Office. It was
found out that the Human Resource Management Office of Leyte Normal
University experience problems related to the manual process for storing,
organizing and maintaining the 201 Files of employees. The system was
evaluated using the ISO 9126, a set of software quality metrics. The
results showed that the development of a system provides a more secure,
well-organized, and easy processing of data resulting in efficient and
effective service to the clientele of the university.

Keywords: Human Resource Information System, HRIS, 201 Files, ISO

9126, HRMO
1.0 INTRODUCTION administration of having a better
implementation of record keeping.
Information has always been an
The creation, storage, retrieval, use,
organization's central resource. Initially,
and destruction (or permanent archival
storing of records were paper-based.
retention) of information of all types and in all
However, the requirements for managing
media is an increasingly difficult challenge for
and storing documents have been rapidly
businesses and government organizations.
evolving both for individuals and
Despite the application of information
organizations. The growing information
technology, the mounting rise of "paperwork"
about technology gave an idea to the
requirements continues to accelerate. In

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 Journal of Computing and Innovation (JCI)
today's corporate volatile environment,
records management is just not optional. In
fact, records management work all day every
day for every unit in those organizations that
adopt a comprehensive records
management program (PRISM International,
2016).
To reduce the routine transaction and
traditional Human Resource activities and to
deal with the complex transformational ones,
the organizations began to electronically
automate many of these processes by
introducing specialized HRIS (Human
Resource Information System) or HRMS
(Human Resource Management System).
Human Resource Information System refers
to the systems and procedures at the
intersection between HRM (Human
Resource Management) and Information
Technology (Aaron, 2015)
According to Saleem (2012), a
human resource information system (HRIS)
defined as a computer-based application for
assembling and processing data related to
the human resource management (HRM)
function. As in other types of information
systems, an HRIS consists of a database,
which contains one or more files in which the
data relevant to the system maintained, and
a database management system, which
provides the means by which users of the
system access and utilize these data.
The Human Resource Management
Office of Leyte Normal University is involved
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in records keeping to improve the services
they give to the institution. The HRMO
maintains a complete, up to date, organized,
and reliable data on each personnel and
faculty of the university. There are numerous
records already stored in the office placed in
filers and cabinets, needs to be kept safe for
further reference to render excellent service
to the university. Access to records is strictly
limited. Files can only be accessed by
designated persons who will be held
responsible for the keeping of the
documents. With the help of a proper
information system, the records officer can
assure the ease of accessing needed
information in the quickest possible time.
The problems that the HRMO is
currently encountering is that they are still
using a manual process which consists of
filers, documents, and shelves that gives
staff a hard time in retrieving requested
documents. Also, there is a problem with the
safekeeping of records. Since the office is
open to all, the security and retrieval of files
are at stake. This study is conducted to
provide solutions to the existing problem of
the HRMO of Leyte Normal University,
particularly in identifying, storing, retrieving
and tracking of the data when needed.
2.0 FRAMEWORK
This study anchored on the following
theories.
 Journal of Computing and Innovation (JCI)
The Records Continuum Theory,
Diffusion of Innovation Theory and Big
Buckets Theory as a basis for managing an
organization’s digital records. These theories
indicate the principles and practices that
guide for the Development of HRIS: 201 Files
in LNU. The Records Life Cycle
Theory, developed at the National Records
and Archives Administration of the United
States of America in the 1930s, is based on
the concept that a record has a life (Penn,
Pennix & Coulson, 1994). The lifecycle
approach to records divides the reproduction
of document into stages, that is, a record is
born (created), it lives (used and maintained)
and it ‘dies’ (disposed of) (McLeod & Hare,
2006). Other scholars like Yusuf and Chell
pointed out that the records lifecycle theory
could not be used in managing digital records
and needed to be replaced by a model which
appropriately reflected the special
characteristics of digital records (Yusuf &
Chell, 2000). Records Continuum Theory is
situated within a continuum framework which
recognizes a record as part of a business
process that begins with the record’s creation
and continues through its use at all stages of
its existence (Shepherd & Yeo, 2003). The
theory aims to provide a model with which to
understand records and recordkeeping
processes, regardless of form and situation,
and from which practices for recordkeeping
in digital environments may be developed
(McKemmish et al., 2006). It is based upon
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an integration of the responsibilities between
records managers and archivists. When
duties are separated then digital records
documenting essential transactions may
never be created, fully documented or
survive. As Shepherd and Yeo (2003) argue,
the lifecycle theory still offers a useful
framework from which to assess how records
are managed in practice in an organization.
The lifecycle theory is therefore still relevant
to the HRMO since manual systems are still
prevalent, and paper records continue to
grow, even with increased use of ICTs, as it
will be discussed later in this study. It could
look at as an additional strategy to rely on for
assessing how records are managed in the
HRMO.
The Big Bucket Retention Theory
explains how a lot of records will be group
into series or bucket in such a way that
records that have similar characteristics will
be placed together for easy retrieval and use
(Cisco, 2008). In theory, the big bucket
approach should greatly simplify records
retention, thus improving employee
compliance and reducing the risk of
mismanaged files. Hence, this will help the
proposed system maintain and organize the
201 files of the LNU HRMO.
Diffusion of Innovation theory (1995)
is used as the theoretical framework to
support this study's purpose of generating
evidence that can be applied to best practice
for the records management in HRMO
 Journal of Computing and Innovation (JCI) Vol 2 Issue 1 (June 2018) P a g e | 19

implementations and innovations. Diffusion Management Office regarding the 201 Files
of Innovations theory seeks to explain the and preparing for the initial interview with the
spread of new ideas and technology head of HRMO. The researchers devised a
throughout a culture (Rogers, 1995). The list of questions regarding the process and
Theory of Innovation will guide the essential information needed to develop the
researchers to assess the current status of proposed system.
HRMO in the research locale and introduce
new technologies to improve the way of
storing and organizing the 201 files. The
researchers will seek to establish a new
method of records management that will
make use of modern equipment.

3.0 THE STUDY

The Systems Development Life
Cycle (SDLC) is the process of
understanding how the proposed system 3.2. Planning and Requirements
was developed and delivered to the users. From the interview, the researchers
The method including the planning, analysis, determined the existing process and the
design, and implementation is the result of a problems encountered by the HRMO
high-quality system that meets user’s regarding on record keeping and maintaining
expectations. The most commonly used the 201 Files. Planning what could be the
SDLC for an evolutionary approach is the features of the proposed system to possibly
iterative model. Its process starts with a solve the minor or major problems of the said
simple implementation of a small set of the office, as the time-consuming way of finding
software requirements and iteratively a specific document of a particular employee
enhances the developing versions until the in the 201 Files cabinet. Having such
complete system is implemented and ready additional functions that will help and
to be deployed. minimize the effort of the employees, like
3.1. Initialization providing announcements on the dashboard
The initialization phase includes the of every user, excluding the data encoder.
brainstorming of the researchers regarding
on what the possible problems were
encountered by the Human Resource

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The design stage started from

selecting the methodology for development
(SDLC), which is the iterative model, and
making the different diagrams needed for the
graphical representation of the system
especially the context diagram and the data
flow diagram, which are used for describing
the design of the system. Context diagram
presents the graphical overview which
shows its boundaries, and information flows
between the entity and the system. In the
proposed system, the context diagram and
data flow diagram was composed of four
sources, which are the user accounts of the
system – the admin, employee, data encoder
and MIS. Its arrows are labeled with its
corresponding data which represents what
data are going to carry on that process.

3.4. Application
After planning of what the system will
be, gathering its requirements, having such

3.3. Analysis and Design system reviews and designing the system

In the analysis stage, the researchers regarding its process and database design,

had a system review for those techniques the researchers started working the system

and tools used in developing a system for the by coding it in a specific software (Sublime

201 files such as an object-oriented Text) and implementing all the process on

database, programming languages, and the diagrams. To lessen the level of difficulty

other related systems about human resource at this stage, the researchers divide their

information system. By this stage, it will help members into two: one group will work on the

the implementation stage to enhance the back-end, and the other will be on the front-

quality of the system. end. To ensure that we implemented all the

process in both back-end and front-end.

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 Journal of Computing and Innovation (JCI)
3.5. Testing
Once the current build iteration has
been coded and implemented, the prototype
of the system will undergo a series of testing
procedures to identify and locate potential
bugs of issues that have cropped up. The
researchers decided to have two types of
testers: the programmer and the
respondents. The programmer tester will
check if there are bugs in the system so that
he will easily locate where the bugs are since
he is the one who codes the system. The
respondent tester will check if the system is
user-friendly and if the implementation of the
process lacks or not. Since they are the one
who will use the system, deserved to be
recognized in the making of the system. In
every tester, there is a documentation of
what are the working and the failure parts of
the system.
3.6. Evaluation
The ISO 9126 will be used in this
phase to evaluate the software standards
that will assess the systems functionality,
reliability, usability, efficiency,
maintainability, and portability from the
feedback of the users. The researchers will
examine where the project is at, where it
needs to be, what can or should change, and
so on. From the documentation of the testing
stage, this will help the researchers on what
part of the system that needs to be solved,
changed or improved to come up with the
desired output.
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3.7. Deployment
From evaluating all the functionality,
usability and efficiency of the proposed
system, now is the time that the researchers
will deploy the system to the client. The
researchers will be the one to orient the
clients and its users about the system. The
security and maintenance of the system
should be applied to the system to work
correctly.
The MIS office will be in charge of
maintaining the system and solving errors
that could show up during or after the
deployment since the MIS officers know to
program. The MIS will take responsibility of
database backup and restore to avoid loss of
data in the system. Also, it is their job to input
all necessary information needed by the
system provided by the admin like managing
the document types, other user accounts, the
status of employment, announcements, and
designations.
4. RESULTS AND DISCUSSIONS
A total of thirty (30) employees from
different offices of Leyte Normal University
served as respondents of the study.
Questions were based on ISO 9126 and
categorized into six that would determine the
systems’ functionality, usability, reliability,
efficiency, maintainability, and portability.
The five-point Likert Scale is used to
avoid respondents’ confusion and accurate
 Journal of Computing and Innovation (JCI)
comparison for every question given in the
evaluation.
The researcher used the formula
𝑥̅ = ∑ 𝑓𝑤/𝑛 in computing the mean.
Where:
̅ is the computed mean
𝒙
∑ 𝒇𝒘 is the sum of all the scores in the set
𝒏 is the total numbers of respondents
The responses from
questionnaire were analyzed using
descriptive statistics. This was used to
determine the respondent’s evaluation of the
system that the researchers developed. The
scale below was used as an indicator to
determine the qualitative description.
Table 3.0: Qualitative Description per
Functionality Indicator
Table 3.1: Functionality Indicators
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Table 3.1 showed that respondents
expressed themselves as Fully Functional
with a mean of (n=30; M=4.57) on the
statement “The system can perform the
tasks required.” This was followed by a mean
of (n=30; M=4.50) with the statement “The
results were as expected.” Meanwhile, the
least mean is (n=30; M=4.0) with the
statement “The system can interact with
another system” interpreted as Mostly
the Functional. Further, the overall mean of 4.34
which is expressed by respondents as Fully
Functional implied that the developed
system is in complies with the functionality
expected by the respondents. According to
P. Kotze et al. (2010, p.3), functionality is the
capability of the software to provide functions
which meet the stated and implied needs of
users under specified conditions of use
which can be applied as a result in the table.
Hence, the system can comply with the
requirements of ISO 9126 concerning its
functionality.
Table 4.0: Qualitative Description per
Usability Indicator
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Table 4.1: Usability Indicators Table 5.0: Qualitative Description per

Reliability Indicator

It can be gleaned from Table 4.1 that

respondents expressed themselves as Very Table 5.1: Reliability Indicators
Usable with a mean of (n=30; M=4.83) on the
statement “The user learn to use the system
easily” followed by the statement “The user
comprehend how to use the system easily”
with a mean of (n=30; M=4.77) were
respondents expressed themselves as also
Very Usable. The least among the indicators,
respondents expressed themselves as
Mostly Usable with the mean of (n=30;
M=4.03) on the statement “The Interface
looks good.” Further, the overall mean of
Table 5.1 showed that respondents
4.51 as “Very Usable” implies that
expressed themselves as Mostly Reliable on
respondents deemed it necessary and
all indicators. The overall mean of 3.86 which
reasonable regarding its system usability. As
is Mostly Reliable implied that respondents
stated in the ISO 9126 (ISO 9126 – 2, 2001),
believed that the data generated in the
usability is the capability of the software
system could be trusted with accuracy and
product to be understood, learned, used, and
efficiency. Reliability characteristic allows
attractive for the user, when used under
concluding how well software maintains the
specified conditions.
level of system performance when used
under specified conditions, as mentioned by
Lincke and L¨owe (2007). Further, it conveys

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 Journal of Computing and Innovation (JCI)
that the system complied with the ISO 9126
regarding reliability.
Table 6.0: Qualitative Description per
Efficiency Indicator
Table 6.1: Qualitative Questions and
Description about Efficiency
Table 6.1 showed that respondents
expressed themselves as Mostly Efficient on
all indicators. The overall mean of 3.76 which
is Mostly Reliable implied that respondents
believed that the system performance is at its
efficiency. As stated by P. Kotze et al. (2010,
p.3), efficiency is the capability of the
software product to provide desired
performance, relative to the number of
resources used, under stated conditions.
Further, the system is in compliant with ISO
9126 when it comes to efficiency.
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Table 7.0: Qualitative Description per
Maintainability Indicator
Table 7.1: Maintainability Indicators
Table 7.1 shows that the highest
mean is (n=30; M=4.17) with the statement
“The software can be tested easily” and
followed with the statement “The software
can continue functioning if changes are
made” while the least is (n=30; M=3.60) with
the statement “The faults in the system can
be easily diagnosed” with all of this indicator
were expressed by the respondents as
Mostly Agree. According to Lincke and Lowe
(2007), the maintainability characteristic
allows concluding how well software can be
maintained. Hence, this will be used for
assessing, controlling and predicting the
 Journal of Computing and Innovation (JCI)
effort needed to modify the software product.
Thus, the respondents believed, and it
implied that the system complies with the
ISO 9126 regarding maintainability.
Table 8.0: Qualitative Description per
Portability Indicator.
Table 8.1: Portability Indicators
As shown in Table 8.1 it can be
gleaned that administrators expressed
himself as Strongly Agree with a mean of
(n=1; M=5.0) with both statements as “The
software can be installed easily” and “The
software can easily replace other software.”
Moreover, the statement “The software
adapt to other environments” obtained a
mean of (n=30; M=4.17) were respondents
expressed themselves as Mostly Agree. The
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data implied that both respondents agree
that the systems developed are compliant
regarding portability based on ISO 9126
standards.
Developed Software
Figure 2: Login Page
Figure 2 shows that there is secure access
to the system. The software has a login page
where the user input their registered
username and password to the system to
prevent unauthorized access to the system.
Figure 3: Upload Document
Figure 3 shows that the user can upload the
scanned 201 files of the old and new
employees of LNU. The document will then
be renamed according to the owner of the
document and the time that it was submitted.
 Journal of Computing and Innovation (JCI) Vol 2 Issue 1 (June 2018) P a g e | 26

Figure 5), the user can view the PDF file

format of the document.

Figure 4: View Documents by Category

Figure 4 shows that the user can view the
documents uploaded by its category (e.g.,
PDS, PDF, SALN, and Medical Certificate).
Figure 7: Computer Generated Forms
Figure 7 shows the list of computer-
generated forms that was provided by the
system. The user can update and view the
document.

Figure 5: View All Documents

Figure 5 shows the list of employees who
have a document of a specific category.
There the user can sort the table and search
for a particular employee.
Figure 8: Update Computer Generated
Form
Figure 8 shows the computer generated form
of a specific document, which contains
validation on every input type.

Figure 6: View Particular Document

Figure 6 shows that upon clicking the view
button of a specific employee in the list (see

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 Journal of Computing and Innovation (JCI)
Figure 9: The Printable format of the Form
Figure 9 shows the printable format of the
computer-generated form.
5.0 CONCLUSION
The researchers believed that the
developed Human Resource Information
System: 201 Files of Leyte Normal University
is a necessity to the HRMO. Problems
related to storing, tracking, safekeeping,
security and retrieval of documents were
given a solution. Further, results showed
that the developed system offers a more
secure, well-organized, and
processing of data resulting in efficient,
effective, economical and productive service
to the clientele of the university.
6.0 RECOMMENDATION
The researcher as a result of this
recommends to the Human Resource
Management Office of Leyte
University for the use of the newly developed
system immediately for more significant
benefits, effects and improvement in dealing
with transactions of its employees.
Furthermore, it is a system which provides
Vol 2 Issue 1 (June 2018) P a g e | 27
the advantage to the University for being
economical, efficient and effective.
7.0 REFERENCES
Cisco, S. (2008). Big buckets for simplifying
records retention
schedules. Information Management
Journal, 42(5), S3-S3.
ISO 9126-2. ISO TR 9126-2: Software
engineering—Product quality—Part
2: external metrics. Geneva:
International Organization for
Standardization (ISO); 2001.
Kotze, Paula et al. (2010, p.3) ISO 9126
external systems quality
characteristics, sub-characteristics,
and domain-specific criteria for
evaluating e-Learning systems.
Retrieved from:
http://hufee.meraka.org.za/Hufeesite
/staff/the-hufee-group/paula-kotze-
1/publications/SACLA%202010%20
paper%20Final.pdf
Lincke, R., & Lowe, W. (2007).
Compendium of software quality
standards and metrics–Version
1.0. Ruediger Lincke, 1-129.
McKemmish, S., Acland, G., Ward, N., &
Reed, B. (2006). Describing records
secure in context in the continuum: the
Australian Recordkeeping Metadata
Schema. Archivaria, 48.
McLeod, J., & Hare, C. (2006). How to
Manage Records in the e-
Environment. Psychology Press.
Mulyanyuma, Aaron, (2015). The Impact of
ICT on Human Resource
Management. Retrieved from
https://www.linkedin.com/pulse/impa
ct-ict-human-resource-management-
Normal mulyanyuma-aaron-aaron
Penn, A., Pennix, G. B. and Coulson, J.
(1994). Records Management
Handbook. 2nd ed. England: Gower
Publishing Co, p.9.
PRISM (Professional Records & Information
Services Management)
International,(2016). Retrieved from
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PRISM-Member/Free-
Resources/why-records-
management.html
Rogers Everett, M. (1995). Diffusion of
innovations. New York, 12.
Saleem, I. (2012). Impact of Adopting HRIS
on Three Tries of HRM: Evidence
from Developing Economy.
Shepherd, E., & Yeo, G. (2003). Managing
records: a handbook of principles
and practice. Facet publishing.
Yusof, Z. M., & Chell, R. W. (2000). The
Records Life Cycle: an inadequate
concept for technology-generated
records. Information
development, 16(3), 135-141.

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