System Definition

Scope
HRMS of commercial bank(employee management system of the bank) is the primary focus of this
document. As the enterprise HR and payroll system for the commercial bank, HRMS captures and
distributes a widevariety of financial and HR data.System data and functionality support state HR
practices, central services (such as employee benefits, labor management, and financial management).
The system coordinates statewide HR, payroll, and financial data for approximately 65,000 employees in
more than 100 branches, and collects and maintains information for upwards of 200,000 system users.

User views

1.Manager

Strategic Alignment
Information from the system can help organizations align HR activities moreeffectively
with their strategic plan. For example, if the organization’s plan was toenter into a new
market and it required a certain number of certain types ofemployees (say, five
accountants), the data from the system can tell managementwhether it has these
employees, and if not, when they are expected to be hired.

Enhancing Decision Making

The ability to extract data from the HRIS and use these data not just to createinformation
but also to improve the quality of management decisions has becomeincreasingly
important.HRIS can access a data warehouse, or central repositoryfor all the data
collected by an organization’s business systems.

For example, managers are often asked to recommend an appropriate budgetfor salary
increases. In order to make a “quality” decision, managers might needto confirm the
current salaries of their employees, look at the past history ofsalary increases, review the
company policies, and review their employees’ performance history. To make a more
informed decision, the information needs tobe relevant, useful, timely, and accurate.
Some of the most commonly requested reports from the HRIS include:

•basic information, such as name, address, phone number

•compensation reports, such as salary history

•performance evaluations

•leaves of absence, paid or unpaid

•number of jobs held and position titlesnumber of vacation days taken and number
outstandingtypes of training taken and skills acquired.

2.Administrator

Create and Maintain Employee Records

The data being entered create an employee record and this record is
maintainedthroughout employment. In most organizations the HRIS administrator
isresponsible for creating (entering the information into the system) and maintainting
these records. Accuracy and timeliness are critical. For example, if anemployee recently
received a promotion and salary increase, this informationwould need to be entered into
the system. Over time, managers, employees, andhuman resource professionals will all
need to access employee records.

Employee Administration
A basic component of an HRIS system is its administrative function. The typical
information you would find in an HRIS system for each employee wouldinclude hire
date, name, address, telephone, e-mail address, birth date, sex,salary, emergency contact
information, department code, location, employmentstatus (full-time, part-time, or
contract), the start date of each position held,position titles, and benefit information.

Talent Management/Knowledge Management

The data that are entered into the system, such as skills, competencies, jobs held,
training, and employee development interests, can be used to help managersprovide
development opportunities for their employees, ensure that the appropriate employees are
offered positions that will enhance their skills, provide theappropriate training for
employees so they can advance inthe organization, andhighlight an employee’s interests
and development paths. This information willhelp HR professionals to provide more
targeted advice and counsel to managersand help HR to work more effectively with
employees and managers to createa development plan that meets organizational and
employee needs.

2. Officer
Recruitment
This subsystem includes information on the position name and number, thedepartment in
which the position resides, whether the position has beenapproved, and whether the
position is full-time or part-time. In some cases,online forms will be available so that
applicants can be tracked and résumés canbe scanned for key words to identify skills and
experience.

Health and Safety

Accidents happen at work and organizations are responsible for reporting theseaccidents
to the Workers’ Compensation Board (or equivalent) in their jurisdiction. Data on the
number of accidents, types of accidents, health and safetycomplaints, resolutions,
Workers’ Compensation claims, and related forms maybe included in this subsystem

Time and Attendance

This subsystem includes the information necessary to calculate vacation time, suchas hire
date, any leaves of absences (paid or unpaid), termination date if applicable, and any
other events that interrupted service. In addition, the company’s policy details, such as
“use it or lose it,” might be programmed into the system. If thereare any special rules,
then this information is programmed into the system. Forexample, employees often
continue to accumulate vacation on some type of leaves.
Other data in this subsystem often include the number of days an employeewas absent,
leaves of absence, whether these leaves were sabbatical leave, personalleave, or
maternity/paternity/paternal/adoption leaves, and the dates the employeestarted and
ended each leave. Policy details would also be programmed; for example, some
companies have a policy that states if absenteeism exceeds a certainnumber of days, then
pay will be decreased by a certain amount.

4. Training coordinator
Training and Development
This subsystem includes data on an employee’s skills and competencies, trainingcourses
taken, costs of courses, developmental activities, and career planning interms of which
positions might be most appropriate for an employee based onskills and competencies.

5. Advisor
Performance Evaluation
This subsystem includes information regarding performance ratings, the datethese ratings
were received, the type of appraisals that were used, commentsabout the appraisal, and
performance objectives and goals.
 Unity University

DEPARTMENT OF COMPUTER SCIENCE

Course title: Fundamentals of database management system

Name ID

Submitted to mr.Gulilat