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APPLICATION OF COMPLAINT SYSTEM AND LEARNING RESOURCE

Ainur Reza Binti Taslim 1, Encik Yusri Bin Jaafar 2, Puan Marini Binti Abu Bakar 3

1Faculty of Information Science and Technology, Universiti Kebangsaan Malaysia,

43600 Bangi, Selangor, Malaysia

2Unit HRMIS, Sektor Khidmat Pengurusan dan Pembangunan, Jabatan Pendidikan Melaka

Jalan Istana, Peti Surat 62, 75450 Melaka

3 Faculty of Information Science and Technology, Universiti Kebangsaan Malaysia,

43600 Bangi, Selangor, Malaysia

1arttaslim@gmail.com, 2yusri.j@moe.gov.my, 3marini@ukm.edu.my

ABSTRACT MyHRMIS Clear is an application developed for HRMIS unit in order to provide a modern, efficient and effective service and administration management system. This application provides learning videos where users can use it as a reference when they are using HRMIS system. There is also a complaint system so that users can make complaints directly to the HRMIS unit. The complaints made by the users will be assembled so that HRMIS officers can analyze it and generate solutions to improve the effectiveness of HRMIS system. Keywords: MyHRMIS Clear, HRMIS, learning video application, complaints 1. INTRODUCTION I applied for internship at Unit HRMIS, Jabatan Pendidikan Melaka. I was introduced

to HRMIS system and our unit acted as technical support for HRMIS users in schools, Pejabat Pendidikan Daerah

Negeri Melaka and Jabatan Pendidikan Melaka. We also provides training programs for HRMIS users to enhance

their skills and knowledge about HRMIS system. I have to learn and understand about HRMIS system in order

to solve problems faced by the user. Then I have been assigned to develop an application called MyHRMIS Clear

to help users make complaints about the system and there is also learning videos for them to make it as a reference

when they learn about HRMIS system.

a. Industry Background Human Resource Management and Information System (HRMIS) is a unit

that provide a modern, efficient and effective service and administration management system. HRMIS

unit are responsible in providing the latest and accurate data and education information for users.

HRMIS unit also acted as a point of reference (helpdesk) for any users who is facing problems related

to HRMIS and provides solution for them.

The objectives of this department are:

Develop an integrated information of human resource and keep it updates.

Implementing a quality management system based on Public Administration Development Circular

issued by the Government of Malaysia.

Provides an updates and flexible human resources management and information system in order to

meet management needs at Jabatan Pendidikan Melaka.

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HRMIS management was executed through HRMIS system. This is a web-based system where it can

be accessed via Internet Explorer. This system divided the user into two categories, which is system

admin and competency owner (CO). This system allows users to export their data into report and can

be referred anytime.

2. PROJECT DETAILS MyHRMIS Clear is an application that was built to help HRMIS users to lodge

complaints, learn and understand more about HRMIS system. This application focuses on the process of direct

complaint to HRMIS unit as well as learning video to develop expertise to users in using HRMIS system. The

videos in this application were made based on problems that often complained by users and solution is

provided. There are various functions available in HRMIS system, so this application acted as a reference for

users anytime.

This application was completed in December 2017 and is currently used by HRMIS officers. The modification

of this application are made from time to time based on feedback received and requirements is fulfilled with

low cost as it was designed and maintained by assigned HRMIS officers.

a. Task description I was assigned to develop an android apps and make it as an application for

complaint system and a learning resource.

b. Problem Statement Complaints were made through the phone call and Whatsapp, so users often

asked the same questions. HRMIS officers cannot analyze the problems faced by users since there is no

records of complaints were made.

c. Objectives The objectives of this application are:

Collecting information through complaints made by users in order to increase the effectiveness

of HRMIS system

Ensure the effectiveness and efficiency of management at Jabatan Pendidikan Melaka

d. Work Plan The timeline during the implementation of this project is shown in Figure 10.

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3. PROPOSED SOLUTION Designing and identifying system specifications in developing systems is

crucial in achieving the objectives of a system development. The activities and processes should also be

carefully described to show the flow of a system and the interface acted as a medium of communication

between the user and the system after all the construction has been successfully developed. This project aims

to ensure that the objectives stated can be achieve so that the effectiveness of HRMIS system will be increase

and problems faced by HRMIS unit can be solve. Here are the details of this proposed solution.

a. Project Methodology The system development life cycle used by this project and the model

chosen is the Waterfall Methodology as this model is simple and easy to understand and use. This

methodology works well for smaller projects where requirement are very well understood. It is also

systematic and has a staged level. Figure 8 shows how this methodology works.

b. Requirement Analysis The selection of software and hardware were made to produce a quality

and attractive project. There are two types of requirement needs for this project which is hardware

requirement and software requirement.

Hardware Requirement Hardware requirement provide technical support in a physical

form. Sufficient hardware requirements are one of the important factors in the development

process of a project. For this project, the hardware used are laptop and smartphone.

Software Requirement The software used to develop this project are Android Studio 3.0

and Genie motion

c. System Design the purpose of system design is to show the process involved and determine the

activities that exist in this project. Figure 9 shows the flowchart of this project.

d. Implementation The implementation and testing process is implemented after the analysis and

application design phases. This process is performed to produce applications that can functioning as

planned in the system design phase. This app has been evaluated to ensure that the system is successfully

developed and meets the requirement. This project is repeatedly tested among HRMIS officers to detect

any errors. They also tested the functionality of this application and they are satisfied with the outcomes.

e. Result This section will show how the interface design is translated into the actual implementation of

the interface for users and these are the result of this project:

Main Menu of MyHRMIS Clear

Figure 1 shows Main Menu of MyHRMIS Clear where there is explanation and three main

functions of this application which is Pembelajaran, Aduan and Penghargaan. Copyri

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Figure 1 : Main Menu MyHRMIS Clear

Interface of Learning Module

There are four categories of modules involved which are Penyelenggaraan Rekod Peribadi,

Sekuriti, Cuti and Profil Perkhidmatan. Every module consist of sub module which in every sub

module there is a learning video. Figure 2 shows the interface of Learning Module.

Figure 2 : Interface of Learning Module

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Interface of Sub Module in MyHRMIS Clear

Figure 3 shows one of the sub module for MyHRMIS Clear

Figure 3: Sub Module for MyHRMIS Clear

Interface for video in sub module of MyHRMIS Clear

Figure 4 shows interface of video in sub module of MyHRMIS Clear

Figure 4: Interface of Video for MyHRMIS Clear

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Interface of Complaint Module

There are two categories of complaint modules involved which are Aduan HRMIS and Aduan

JPA. Figure 5 shows the interface of Complaint Module.

Figure 5: Interface of Complaint Module 4. LEASON LEARNED AND CONCLUSION

a. New Skills Acquired There are some soft skills that I have improved throughout my internship such as

communication skill, presentation skill, writing skill and other. Then I learnt on how to manage a big scaled

system that used by HRMIS users in all schools in Melaka, Pejabat Pendidikan Daerah Negeri Melaka and

Jabatan Pendidikan Melaka.

b. Experience Gained There are many new experiences that I gained throughout this internship. I got to

deal with users who are using HRMIS system and learn on how to solve problems according to complaints

made by them. Then I got to handle workshops for HRMIS users and making sure that they are able to

understand more about HRMIS system. I also got to attend workshops made by Jabatan Pendidikan Melaka

in order to enhance my soft skills. Other than that, I manage to explore and learn more about Android Studio

which I never use it before.

c. Benefits to Company and Students Our presence in the company should be able to give them some

benefits. Based on project that I have done, it can be used for HRMIS officers to collect data on complaints

made by users in order to improve the effectiveness of HRMIS management and also the HRMIS system. I

also involved in the process of updating data for HRMIS users in order to achieve the KPI target. All this

tasks help me improve my programming skills and also teach me on how to manage system and clients

properly.

d. Constraints This application were made only for Android user.

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CONCLUSION The industrial training is the starting point where students will be exposed to the real world of

work. This is the place where they should grab any chances that will help them in developing their technical and soft

skills. They will also have the opportunities to apply what they have learnt and use it in a practical way. This will help

students to prepare themselves for a real job.

ACKNOWLEDGEMENT First of all, I am grateful to Allah for His Almighty and best blessings that I have

successfully completed my industry training within the prescribed period. I extend my appreciation to Jabatan

Pendidikan Melaka for giving me the opportunity to undergo industrial training under HRMIS Unit for 20 weeks. I

would like to express my gratitude to Encik Yusri Bin Jaafar as my supervisor who has provided guidance during my

internship here. Thank you for all your advices and guidances given to me. Appreciation and thanks also go to the

head of HRMIS Unit, Encik Hasbullah Azim for all his kindness, making me feel so comfortable working with HRMIS

team. I would like to thank to HRMIS staffs, Encik Khairum and Encik Meor over the sharing of knowledge and helped

me in my job. I would also like to thank the industry training coordinator of the Faculty of Science and Information

Technology, which has assisted in many terms of preparation before and after the training industry. Not forgetting to

the helpful and passionate friends in completing the training assignment. Finally I would like to show my gratitude

towards my parents for their support and encouragement throughout this industry training.

REFERENCES

1. Portal Rasmi Jabatan Pendidikan Negeri Melaka

http://jpnmelaka.moe.gov.my/v3/index.php/ms/

2. Sistem Pengurusan Maklumat Sumber Manusia

https://hrmisone.eghrmis.gov.my/HRMISNET/Common/Main/Login.aspx

3. Meet android Studio. (n.d.). Retrieved from

https://developer.android.com/studio/intro/index.html

APPENDIX

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Figure 6: Jabatan Pendidikan Melaka Organizational Cop

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Figure 7: HRMIS Unit Organizational

Figure 8: Waterfall Methodology

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Figure 9: Flowchart of MyHRMIS Clear

Figure 10: Timeline during the Implementation ProcessCop

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