FACULTY OF INFORMATION MANAGEMENT

UNIVERSITI TEKNOLOGI MARA

KAMPUS PUNCAK PERDANA
SHAH ALAM

BACHELOR OF INFORMATION SCIENCE (HONS)

INFORMATION SYSTEM MANAGEMENT

IMS552 (INFORMATION SYSTEMS MANAGEMENT)

ASSIGNMENT:
ESS – Employee Self Service
NIMBSF5B

PREPARED BY:
NURLIYANA BINTI IDRIS 2016656524
ABDULLAH BIN BAHARI 2016684118
EDDY EFFENDY BIN IBRAHIM 2016244496

PREPARED FOR:
Dr. NORIZAN BINTI ANWAR

SUBMISSION DATE:
10 JUNE 2018
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ABSTRACT

PROJECT: This paper required 3 of us to search for an organization and choose one of the
Information System used in the organization. We decided to choose HeiTech Padu Berhad
as an organization.

PROJECT OVERVIEW:
1. No. of team members: min 3 & max 4
2. The Project Report

Paper you submit should be well organized, thoughtful, proof-read and spell-
checked! This part of the assessment is worth about 15% of the final mark.

The project report is an extremely important aspect of the project. It serves to show
what you have achieved and try to ensure that it contains the following elements:

 Introduction of project
 Organization background
 Corporate vision, mission, objective, goal
 Organization structure chart
 Role & Functional description of departments/divisions/units
 Data used in the organization
 List of Information system in the organization
 Brief explanation, function and objective of each IS
 Types of selected IS
 Details of Selected

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3. Information System
 Information system background
 Functional description of IS
 IS components
 IS activities
 Hardware and software configuration
 Information System problem
 Performance of IS
 Strength and weaknesses of IS
 Opportunities and threats of IS
 Generate and evaluate alternatives
 Recommendation and action plan
 Conclusion

Don't make the mistake of leaving the write-up to the last minute. Ideally you should produce
the bulk of the report as you go along and use the last week or two to bring it together into a
coherent document.

The physical layout and formatting of the report is also important, and yet is very often
neglected. A tidy, well lay out and consistently formatted document makes for easier reading
and is suggestive of a careful and professional attitude towards its preparation.

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Remember that quantity does not automatically guarantee quality. Conciseness, clarity and
elegance are invaluable qualities in report writing, just as they are in programming, and will
be rewarded appropriately.

 Title page This should include the University, faculty and program’s name, project
title and the name of the author of the report, group members, course code, date etc.
You can also list the name of your lecturer if you wish.
 Abstract The abstract is a very brief summary of the report's contents. It should be
about half a page long. Somebody unfamiliar with your project should have a good
idea of what it's about, having read the abstract alone and will know whether it will be
of interest or not.
 Acknowledgements It is usual to thank those individuals who have provided
particularly useful advice, assistance, technical or otherwise, during your project.
 Contents page this should list the main chapters and (sub) sections of your report.
Choose self-explanatory chapter and section titles and use double spacing for clarity.
If possible you should include page numbers indicating where each chapter/section
begins. Try to avoid too many levels of subheading - three is sufficient.
 Introduction This is one of the most important components of the report. It should
begin with a clear statement of what the project is about so that the nature and scope
of the project can be understood by a lay reader. It should summarize everything you
set out to achieve and provide a clear summary of the project's background and
relevancy.

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The introduction should set the scene for the project and should provide the reader with a
summary of the key things to look out for in the remainder of the report. It is sometimes
useful to state the main objectives of the project as part of the introduction.

 Background: The background section can be included as part of the introduction but
is usually better as a separate chapter.
 Avoid plagiarism: If you take another person's work as your own and do not cite
your sources of information/inspiration you are being dishonest; in other words you
are cheating. When referring to other pieces of work, cite the sources where they are
referred to or used, rather than just listing them at the end.
 Evaluation: Be warned that many projects fall down through poor evaluation. It is
extremely important that you evaluate what you have done both in absolute terms
and in comparison with existing techniques, software, hardware etc. This might
involve quantitative evaluation, for example based on numerical results, performance
etc. or something more qualitative such as expressibility, functionality, ease-of-use
etc. At some point you should also evaluate the strengths and weaknesses of what
you have done.

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It is important to understand that there is no such thing as a perfect project. Even the very
best pieces of work have their limitations and you are expected to provide a proper critical
appraisal of what you have done.

 Conclusions: The project's conclusions should list the things which have been learnt
as a result of the work you have done. For example, "The use of overloading in C++
provides a very elegant mechanism for transparent parallelization of sequential
programs", or "The overheads of linear-time n-body algorithms makes them
computationally less efficient than O (n log n) algorithms for systems with less than
100000 particles".
 References: This consists of a list of all the books, articles, manuals etc. used in the
project and referred to in the report. You should provide enough information to allow
the reader to find the source. A weakness of many reports is inadequate citation of a
source of information.
 Appendix: The appendices contain information which is peripheral to the main body
of the report. Information typically included are things like parts of the code, tables,
proofs, test cases, brochures or any other material which would break up the theme
of the text if it appeared in situ. Photos also add a lot to the story you are telling. You
should try to bind all your material in a single volume if possible.

PROJECT PRESENTATION (3 JUNE 2018 - 5TH SEMINAR)

One of the most important skills which the individual project aims to assess is your ability to
communicate your ideas and work. As part of the assessment you will be required to give a
presentation of your final project.

The assessment is worth about 05% of the final mark.

Each presentation will be timetabled for between 10 and 15 minutes including a question
and answer session, where appropriate. The presentation is not assessed separately but is
a compulsory component of the project. The objective of the presentation is to find out
exactly what you have done and to ensure that you get an accurate mark that is consistent
with other projects - it is not designed as an opportunity to let you down!

WHEN IS THE PAPER DUE? (SOFTCOPY & HARDCOPY)

Before or on 10 June 2018 (Sunday)

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ACKNOWLEDGEMENT

First of all, we would like to express our sense of thankful and deep appreciation to Allah
S.W.T. The success and final outcome of this assignment required a lot of guidance and
assistance from many people. Whatever we have done is only due to such guidance and
assistance and we would like to thank them. Respect and thanks to Madam Norizan Binti
Anwar, IMS552-Information Systems Management lecturer of Universiti Teknologi Mara for
giving us an opportunity to do this assignment and providing us with all the support and
guidance which made us completes the assignment on time.

We would also like to express our gratitude to all those who have directly and indirectly
involved in providing such relevant information that we have used to complete the
assignment. Last but not least, we also would like to thank to our family and classmates for
support and willingness to spend more time with us.

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TABLE OF CONTENTS

Contents
ABSTRACT............................................................................................................................................ 1
PROJECT OVERVIEW: ........................................................................................................... 1
PROJECT PRESENTATION (3 JUNE 2018 - 5TH SEMINAR) ............................................. 5
WHEN IS THE PAPER DUE? (SOFTCOPY & HARDCOPY) ............................................... 5
ACKNOWLEDGEMENT ...................................................................................................................... 6
TABLE OF CONTENTS ........................................................................................................................ 7
INTRODUCTION OF PROJECT .......................................................................................................... 9
ORGANIZATION BACKGROUND ................................................................................................... 10
CORPORATE VISION, MISSION, OBJECTIVE, GOAL.................................................................. 12
Heitech Corporate Overview: .................................................................................................. 12
Heitech Corporate Vision: ....................................................................................................... 12
Heitech Corporate Mission: ..................................................................................................... 12
Heitech Corporate Objective: .................................................................................................. 12
Heitech Corporate Goal ........................................................................................................... 12
ORGANIZATION STRUCTURE CHART ......................................................................................... 13
ROLE & FUNCTIONAL DESCRIPTION OF DEPARTMENTS/DIVISIONS/UNITS ..................... 14
Human Resources and Administrative ..................................................................................... 14
Finance and Accounting .......................................................................................................... 14
Risk Management & Corporate Services ................................................................................. 14
Project delivery and solution ................................................................................................... 14
Business and Marketing ........................................................................................................... 15
Transformation, Training and development............................................................................. 15
Network and Infrastructure ...................................................................................................... 15
DATA USED IN THE ORGANIZATION ........................................................................................... 16
LIST OF INFORMATION SYSTEMS IN THE ORGANIZATION ................................................... 17
BRIEF EXPLANATION, FUNCTION AND OBJECTIVE OF EACH IS.......................................... 19
TYPES OF SELECTED IS ................................................................................................................... 20
DETAILED OF SELECTED IS ........................................................................................................... 21
INFORMATION SYSTEM BACKGROUND ..................................................................................... 25
MANAGEMENT INFORMATION SYSTEM (MIS) ............................................................ 25
EMPLOYEE SELF SERVICE (ESS) ...................................................................................... 25
COMMON FEATURES OF ESS ............................................................................................ 25

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FUNCTIONAL DESCRIPTION OF IS ............................................................................................... 26
INFORMATION SYSTEM COMPONENT ........................................................................................ 27
INTRODUCTION ................................................................................................................... 27
COMPONENTS OF INFORMATION SYSTEMS ................................................................ 27
CLASSIFICATION OF INFORMATION SYSTEM ............................................................. 28
INFORMATION SYSTEM ACTIVITIES ........................................................................................... 30
1. INPUT OF DATA RESOURCE ................................................................................... 30
2. PROCESSING OF DATA INTO INFORMATION ..................................................... 31
3. OUTPUT OF INFORMATION PRODUCTS .............................................................. 31
4. STORAGE OF DATA RESOURCE ............................................................................ 32
5. CONTROL OF SYSTEM PERFORMANCE .............................................................. 32
CONFIGURATION HARDWARE AND SOFTWARE...................................................................... 33
SOFTWARE ............................................................................................................................ 33
HARDWARE .......................................................................................................................... 34
INFORMATION SYSTEM PROBLEM .............................................................................................. 35
PERFORMANCE OF INFORMATION SYSTEM ............................................................................. 36
STRENGHT, WEAKNESSES, OPPORTUNITIES AND THREAT .................................................. 37
STRENGTHS .............................................................................................................................. 37
WEAKNESS ............................................................................................................................... 37
OPPORTUNITIES ....................................................................................................................... 37
THREATS ................................................................................................................................... 37
GENERATE AND EVALUATE ALTERNATIVES........................................................................... 38
RECOMMENDATION AND ACTION PLAN ................................................................................... 39
RECOMMENDATION .............................................................. Error! Bookmark not defined.
ACTION PLAN .......................................................................... Error! Bookmark not defined.
CONCLUSION ..................................................................................................................................... 40

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INTRODUCTION OF PROJECT

What is an Information System or IS? It is a set of interrelated components that helps to

collect or retrieve, process, store, and distribute information to support decision making and
control in an organization. As for Information Systems Management or known as ISM, it is
the application of information technology to support the major functions and activities of
either a private sector business or public sector institutions. ISM also supports the process of
collection, manipulation, storage, distribution and utilization of an organization information
resources.

Hence, the purpose of this project is to select one of the IS used in an organization. It helps
us to understand better how this IS works, what is actually the roles of this IS, how it helps in
terms of the distribution of information and to gain more view on how this IS operate. We will
look more on the details of the selected IS. This project is an overview of the whole function
of the IS. It starts with which organization that being selected, its mission, vision and core
value, the background of the organization on what is actually the nature of its business.
Other than that, this project aim to identify how many systems are being used in the
organization and which systems that have been selected for this project.

The most important part of this project is actually in terms of the IS details. There are a few
requirement that need to be completed in this project such as the IS background itself, what
is the name of the systems, who are using the system and there is more in terms of the IS
background. Then it follows by functional description of IS, the components involved in the
operation of this IS, the activities of the IS, Hardware and software configuration on what
hardware are being used and the software, and the IS problem. Is there any problem
involved while the IS is being used, how is the IS performance, it strength and weaknesses,
and the opportunity and threats of the IS. While completed this project, it needs to come out
for recommendation and action plan. Is there any recommendation for the IS and what is the
action plan involved. And of course the last on is the conclusion.

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ORGANIZATION BACKGROUND

HeiTech Padu Berhad is a Worldwide IT Systems and Technology Services supplier that
spends significant time in creating ICT frameworks and foundation for government
organizations and business areas. Driven by the energetic individuals, it is continue on to
defeat the client's difficulties in conveying more noteworthy readiness and incentive to their
end-clients.

HeiTech has had over 20 years involvement in conveying mission-basic activities for the
Malaysian Government since it initially started its e-Government activities. This has brought
about HeiTech including one credit to it after another, in different ventures including National
Security, Transport, Financial Services, Healthcare and Defence, over the globe.

HeiTech core capabilities include system integration & application development and IT
infrastructure solution. Being an end-to-end solutions provider, HeiTech offer complete
project implementation services which includes project management services, systems
management services, deployment services, user training, and post implementation support
services. As for IT infrastructure, Heitech own and manage a Tier-IV ready Data Centre
facility located in Bukit Jelutong, Selangor, Malaysia. Heitech also offer services to develop,
build and manage data centre facilities.

The experience of operating Tier-IV ready Data Centre has enabled Heitech to provide
world-class service level to their clients. The combination of experience and technical
certification such as Information Security Management System (ISO 27001), Quality
Management System (ISO 9001:2001 ) and Service Management System (ISO 20000-
1:2011) allows them to provide the high standard of qualities that meets the demand of many
organizations in terms of service level, availability, data integrity and security.

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As Malaysia’s largest non-telecommunications service provider, Heitech network services

support multi-protocol applications into one secured private network. Their network
infrastructure is also made up of multiple telecommunications and trunk carriers. This
network diversity enables them to offer excellent operational and network connectivity to
their clients. They are committed to provide 99.8% network service availability to their
clients. This commitment can be realised through their centralised monitoring and around-
the-clock customer service. Heitech also assist their clients to develop, build and manage
network infrastructure and services.

The last IT infrastructure solutions of Heitech is the cloud computing service. They offer
flexible cloud computing services that are tailored to client’s business requirement from
building a private cloud, hosting cloud infrastructure to managing shared cloud services.
Their cloud computing services help update clients’ budgets as it saves on capital
expenditure, hardware refresh cycles and hardware-software operations and maintenance
expenses.

Heitech success story are “We are proud of our history! Not many organization can share
with you the experiences we harbour; the integral role we play in being instrumental in
transforming various industries not only nationally but globally; powered by our People who
channel their Passion For Excellence With Drive And Perseverance and irrevocably change
the way the Government serves its people and corporations meet the needs of their
customers.”

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CORPORATE VISION, MISSION, OBJECTIVE, GOAL

Heitech Corporate Overview:

“HeiTech draws its strengths from over two decades of experience, working with customers
from both the public and private sector by transforming their processes from manual
processing to automated system and finally to effective information systems”

Heitech Corporate Vision:

“To become the technology-based transformational company in Malaysia and beyond”

Heitech Corporate Mission:

We are truly TRANSFORMATIONAL by:

 Providing Total Solutions

 Creating Innovative Products
 Consulting for a Better World

Heitech Corporate Objective:

“Our passion unites us in our quest for excellence in offering IT systems and technology
services that deliver greater security. By listening to that, we focus our solutions towards
meeting your needs and expectations, in adding even more value to your organisation.”

Heitech Corporate Goal

“We are global! We have touched the lives of Malaysians and citizens all over the world. By
embracing cutting-edge technologies, we have revolutionised the automated systems of
numerous customers in both the public and private sectors. From our humble beginning of
implementing mega ICT projects in Malaysia, we have gradually progressed to applying our
expertise globally, and also helping foreign governments and corporations in transforming
complex mission-critical operations and business processes into simplified solutions that
work.”

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ORGANIZATION STRUCTURE CHART

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ROLE & FUNCTIONAL DESCRIPTION OF

DEPARTMENTS/DIVISIONS/UNITS

Human Resources and Administrative

Maintaining good working conditions. It is the responsibility of the human resource
management to provide good working conditions to the employee so that they may like the
workplace and the work environment. It is the vital duty of the HR department to motivate the
employees increasing employee performance to their highest level corresponding to their
role in the organization. Recruitment is the process of captivating, screening, and selecting
potential and qualified candidates based on objective criteria for a particular job.

Finance and Accounting

Accounting department usually produces the company's financial statements. Their
duties include financial planning, reporting and controls, short and long term business
strategy, investments, hedging, mergers and acquisitions, cash management, internal risk
management, corporate finance, auditing and accounting.

Risk Management & Corporate Services

The department has been monitor by board council Committee .The Board acknowledges its
responsibility for a sound risk management framework and internal control system to
safeguard shareholders’ investments and the Group’s assets. The Board is responsible to
ensure the implementation of appropriate systems to manage risks. The Board ensures that
HeiTech risks are identified, evaluated, and managed by on-going systems and continuous
processes. HeiTech risk management framework, comprised of the following three main
components.

Project delivery and solution

Supervises the implementation of technical projects through the selection of specialists of
project managers who do the project management tasks from the beginning to the end and
thus launch the service and handed it over to operation, all that through the use of advanced
methodologies and systems in the field of technical project management, they provide the
necessary periodic reports to senior management, on the progress of work in the projects.

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Business and Marketing

Role of this department is to promotes, find a business and drives sales of its products or
services from Heitech. It provides the necessary research to identify target customers and
other audiences.

Transformation, Training and development

Training and development are the indispensable functions of human resource management.
To be in sophisticated and specialist for site purpose projects it has been separated
functional. It is the attempt to improve the current or future performance of an employee by
increasing the ability of an employee through educating and increasing one’s skills or
knowledge in the particular subject.

Network and Infrastructure

Infrastructure is the foundation or framework that supports a system or organization. In
computing, information technology infrastructure is composed of physical
and virtual resources that support the flow, storage, processing and analysis of data.
Infrastructure may be centralized within a data center, or it may be decentralized and spread
across several data centers that are either controlled by the organization.

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DATA USED IN THE ORGANIZATION

The data captured by the systems that have been selected in this organization include
several of data and information. The example of data being captured includes:

 Number of leave taken by the employee

 Total of claim
 Employees personal detail
 Employees timesheet

For the leave, it includes several type of leave such as annual leave, medical leave and
maternity leave. As for the claim of the employee, it involves general claim, medical claim
and maternity claim. And personal details is one of the data captured in the organization, it
includes emergency contact, employees mailing address, permanent address and several
type of other personal details.

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LIST OF INFORMATION SYSTEMS IN THE ORGANIZATION

Heitech Padu Berhad is using ESS and MERPATI as a platform for manage employee need
or fulfil the update information. It can be useable of all Heitech Staff either in site or in
Heitech Building and it is use for internal users that has been created the account by admin.
Below is the print screen of Employee Self Service (ESS) systems:

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The next one is Mailing (Merpati.Heitech). The print screen of Merpati platform is as below:

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BRIEF EXPLANATION, FUNCTION AND OBJECTIVE OF EACH IS

The first systems in the organization are Employee Self Service (ESS) systems. This system
is more geared towards providing employee information as well as facilitating employees to
apply for leave. This system is maintained by the Human Resources in providing information
and updating the status of information workers.

The function of this systems includes self-service section which allows user to access their
personal details, permanent and mailing address, user spouse and dependent information,
emergency contact, user qualification and user employment assignment history. The
employees are able to update their current information anytime. They can access through
the systems anytime they wish to. It is easy for them to monitor their own personal record
such as their timesheet, they can search for their timesheet and the timesheet that has been
approve. The other section of these systems includes the claim area, claim approval, user
leave application, user payslip and training.

The objective of this ESS system includes:

 To expedite leave application process
 To establish a paper free process
 To eliminate any errors

Next is the mailing system. The Mailing System serves as the latest information on any
activity conducted by the employer or on updating the news to inform all of the employees.
User of the systems which is the employee itself can check on any updated news or any
reminder inside the inbox section. Any important update will go through these mailing
systems. User also can reply on any important update through the systems. The objectives
of this mailing systems includes to remind the employees on any important update in order
to make sure the employees stay alert on anything that is important going through inside the
organization.

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TYPES OF SELECTED IS

As for this project, the selected IS will be Employee Self Service (ESS) systems. ESS is a
widely used human resources technology that enables employees to perform many job
related functions, such as applying for reimbursement, updating personal information and
accessing company benefits information. ESS can save time for HR administrators, while
giving employees more independence to manage their benefits and payroll configurations. It
can also help make employees feel more connected to the organizations and, possibly,
happier in their jobs, and more productive.

This selected IS falls under Management Information Systems (MIS). MIS provide routine
information to decision maker to make structured, recurring decisions, such as restocking
decision or bonus award. MIS focus on operational efficiency. MIS can provide the right
information to the right people in the right format at the right time.

The characteristic of MIS includes:

 Provide reports with fixed and standard formats.

 Produce hard copy and soft copy reports.
 Use internal data stored in computer systems.
 Allow users to develop custom reports.

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DETAILED OF SELECTED IS

Since ESS has various types of job related functions, we have decided to focus more on the
leave application process. Below is the process of leave application:

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INFORMATION SYSTEM BACKGROUND

MANAGEMENT INFORMATION SYSTEM (MIS)

Management information is an important input for efficient performance of various
managerial functions at different organization levels. The information system facilitates
decision making. Management functions include planning, controlling and decision making.

 Management information systems provide routine information to decision makers to

make structured, recurring decisions, such as restocking decisions or bonus awards.
 Management Information Systems focus on operational efficiency operational
efficiency
 Routine information for routine decisions
   Operational efficiency
 Use transaction data as main input
 Databases integrate MIS in different functional areas

EMPLOYEE SELF SERVICE (ESS)

Employee self-service. Employee self-service (ESS) is web-based applications that provide
employees with access to their personal records and payroll details. ESS features include
allowing employees to change their own contact details, family members and banking
information and benefits.

COMMON FEATURES OF ESS

Most employee self-service systems allow employees to change personal information such
as address, contact information, and banking information – though approval may be needed.
Some ESS systems also allow employees to view scheduling and payroll information. Even
the most rudimentary self-service systems generally allow employees to submit time off
requests and allow managers to approve these requests. If there are any issues that
employees are not authorized to directly change using ESS, some HRIS allow employees to
correspond electronically with the human resources department. This allows employees to
send messages outside of regular office hours, which saves time and hassle for both
employees and human resources professionals.

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FUNCTIONAL DESCRIPTION OF IS

Type Leave that has been providing to the employee:

1. Annual Leave
2. Medical Leave
3. Hospitalization Leave
4. Maternity Leave
5. Compassionate Leave
6. Special Leave
7. Study Leave
8. Examination Leave
9. Pilgrimage Leave
10. Replacement Leave

This is the summary of application leave process

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INFORMATION SYSTEM COMPONENT

INTRODUCTION

An information system is integrated and co-ordinate network of components, which combine

together to convert data into information.

COMPONENTS OF INFORMATION SYSTEMS

An information system is essentially made up of five components hardware, software,

database, network and people. These five components integrate to perform input, process,
output, feedback and control.

Hardware consists of input/output device, processor, and operating system and media
devices. Software consists of various programs and procedures. Database consists of data
organized in the required structure. Network consists of hubs, communication media and
network devices. People consist of device operators, network administrators and system
specialist.

Information processing consists of input; data process, data storage, output and control.
During input stage data instructions are fed to the systems which during process stage are
worked upon by software programs and other queries. During output stage, data is
presented in structured format and reports.

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CLASSIFICATION OF INFORMATION SYSTEM

In any given organization information system can be classified based on the usage of the
information. Therefore, an information system in an organization can be divided into
operations support system and management support system.

 Operations support system

In an organization, data input is done by the end user which is processed to generate
information products i.e. reports, which are utilized by internal and or external users.
Such a system is called operation support system.

The purpose of the operation support system is to facilitate business transaction,

control production, support internal as well as external communication and update
organization central database. The operation support system is further divided into a
transaction-processing system, processing control system and enterprise
collaboration system.

 Transaction Processing System (TPS)

In manufacturing organization, there are several types of transaction across

department. Typical organizational departments are Sales, Account, Finance, Plant,
Engineering, Human Resource and Marketing. Across which following transaction
may occur sales order, sales return, cash receipts, credit sales; credit slips, material
accounting, inventory management, depreciation accounting, etc.

These transactions can be categorized into batch transaction processing, single

transaction processing and real time transaction processing.

 Process Control System

In a manufacturing organization, certain decisions are made by a computer system

without any manual intervention. In this type of system, critical information is fed to
the system on a real-time basis thereby enabling process control. This kind of
systems is referred as process control systems.

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 Management Support System

Managers require precise information in a specific format to undertake an

organizational decision. A system which facilitates an efficient decision making
process for managers is called management support system.

Management support systems are essentially categorized as management

information system, decision support system, expert system and accounting
information system.

Management information system provides information to manager facilitating the routine

decision-making process. Decision support system provides information to manager
facilitating specific issue related solution.

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INFORMATION SYSTEM ACTIVITIES

The major activities of an information system are:

1. INPUT OF DATA RESOURCE

Data about business transactions and other events must be captured and prepared
for processing by the input activity. Input typically takes the form of data entry
activities such as recording and editing. End uses typically record data about
transactions on some type of physical medium such as paper form, or enter it directly
into a computer system. This usually includes a variety of editing activities to ensure
that they have recorded data correctly. Once entered, data may be transferred onto a
machine-readable medium such as a magnetic disk until needed for processing.

For example, data about sales transactions can be recorded on source documents
such as paper sales order forms. (A source document is the original formal record of
a transaction). Alternately, salespersons can capture sales data using computer
keyboards or optical scanning devices; they are visually prompted to enter data
correctly by video displays. This provides them with a more convenient and efficient
user interface, that is, methods of end user input and output with a computer system.
Methods such as optical scanning and displays of menus, prompts, and fill-in-the-
blanks formats make it easier for end users to enter data correctly into an information
system.

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2. PROCESSING OF DATA INTO INFORMATION

Data is typically subjected to processing activities such as calculating, comparing,

sorting, classifying, and summarizing. These activities organize, analyse and
manipulate data, thus converting them into information for end users. The quality of
any data stored in an information system must also be maintained by a continual
process of correcting and updating activities.

For example, data received about a purchase can be (1) added to a running total of
sales results, (2) compared to a standard to determine eligibility for a sales discount,
(3) sorted in numerical order based on product identification numbers, (4) classified
into product categories (such as food and non-food items), (5) summarized to provide
a sales manager with information about various product categories, and finally, (6)
used to update sales records.

3. OUTPUT OF INFORMATION PRODUCTS

Information in various forms is transmitted to end-users and made available to them

in the output activity. The goal of information systems is the production of appropriate
information products for end users. Common information products messages,
reports, forms, and graphic images, which may be provided by video displays, audio
responses, paper products, and multimedia. For example, a sales manager may view
a video display to check on the performance of a salesperson, accept a computer-
produced voice message by telephone, and receive a printout of monthly sales
results.

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4. STORAGE OF DATA RESOURCE

Storage is a basic system component of information systems. Storage is the

information system activity in which data and information are retained in an organized
manner for later use. For example, just as written text material is organized into
words, sentences, paragraphs, and documents; stored data is commonly organized
into fields, records, files, and database. This facilitates its later use in processing or
its retrieval as output when needed by users of a system.

5. CONTROL OF SYSTEM PERFORMANCE

An important information system activity is the control of its performance. An

information system should produce feedback about its input, processing, output, and
the system is meeting established performance standards. Then appropriate system
activities must be adjusted so that proper information products are produced for end
users.

For example, a manager may discover that subtotals of sales amounts in a sales
report do not add up to total sales. This might mean that data entry or processing
procedures need to be corrected. Then changes would have to be made to ensure
that all sales transactions would be properly captured and processed by a sales
information system.

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CONFIGURATION HARDWARE AND SOFTWARE

SOFTWARE

 System component workflow diagram integration between hardware and software

 Software (application that been using by the HeiTech Padu staffs)

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HARDWARE

For the component of hardware:

1. Physical like server

2. Workstation
3. Printer
4. Pen-drive
5. Other IT devices are involved in this processing leave.

In computer system, software also plays an important role in determining the process run
smoothly.

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INFORMATION SYSTEM PROBLEM

In Heitech Padu Berhad, eventhough this company is such a big company, but sometimes
the electronic devices just can’t be over-expected. One of the problems is, when the server
for this ESS is failure. In Heitech Padu Berhad, the server room is at ground flood.

When we are facing to a heavy rain, sometimes, the server room got flooded. The server
room and the equipment inside the server room, all destroyed. All personal data, destroyed.
Server was damaged due to flooding.

When a lot of user accessing the system, the traffic load will be higher than before. This
make the ESS system sometimes shows a slow response to the user. The ESS page loaded
with lots of .css file and if one the .css file is not loaded, the interface will be difficult for user
to understand.

ESS interface is not responsive. The challenge here is to make the ESS responsive with no
bug or no any single hole for ‘hacker’ to hack in the system. ESS consists of several sub
system. For this report, we are focusing in applying leave. How if, the responsive page, have
a bug, that can be deployed by a not responsible worker? Then, that worker can take leave
anytime he/she likes.

Step to Escalation list and problem:

1. Incident Detection
2. Recording
3. Classification (Apps/ Hardware/ Network/ PC Workstation)
4. Initial support
5. Investigation and Diagnosis
6. Resolution and Recovery

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PERFORMANCE OF INFORMATION SYSTEM

The Key performance indicators range coarse-grained availability and usage statistics to
fine-grained entity-contained per-interaction indicators. Service Level management involves
comparing actual performance with pre-defines expectations, determining appropriate
actions, and producing meaningful reports. Comparisons are done on the basis of what is
being offered and what was promised followed by the corrective measures needed.

Performance Measured in form of response time and throughput.

Response time This is the time from user complaining
This is the time between the time Vendor responds to the user and the
Resolution time
problem been resolved.
This is calculated as rate at which user gets the data. For example,
Throughput commitment of upload rate of 100kbps during working hours on an
intranet.
This metric defines the maximum usage level of a service during which
Utilization time the service will perform within guaranteed response times and
throughput.
These include the typical helpdesk problem reporting and problem
Customer support
resolution guarantees.
Reliability It relates to the availability guarantee over a specified period.
Business continuity and This typically includes arrangement of a recovery plan in case of a
disaster recovery disaster, facilities redundancy, and distributed backups and storage plans.

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STRENGHT, WEAKNESSES, OPPORTUNITIES AND THREAT

STRENGTHS
 Improved Staff Safety & Security
 Track activities in managing risk
 Encourage risk ownership
 Greater Efficiency of Business Operation
 Uniform & Accurate reporting through System

WEAKNESS
 Lack of System Integration
 User Resistance
 Slow IT Adoption

OPPORTUNITIES
 The Internet
 Favorable External Environment
 Industry Standards
 Implementation of responsive page

THREATS
 Loss of Employee Trust
 Costs
 Usage of system

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GENERATE AND EVALUATE ALTERNATIVES

To install a new server rack inside the server room, it is very costly. So, for the time being,
staff can use the pre-made from using the Microsoft Access. This is because, in Microsoft
Access, user is allowed to create a database using the built-in database inside the Microsoft
Access. The .csv file format is typically used for the programmer to auto generate the
database format, so that when they have problem with database, we can access to the
Microsoft Access.

When a single file or single link had been accessed by many people in one time, the traffic
will be very busy and stuck. That’s why, sometimes user often got 404 Page Not Found. This
is because; the website server cannot carry the data input to communicate with the output
file for processing purposes. The alternative for this problem is, we can suggest to the HR to
add-on RAM or buy a dedicated server (VPN) for the ESS backbone. When the RAM speed
is high, so, it can fetch the file quickly. Add-on package for bandwidth also is a good idea for
this kind of problem.

Nowadays, users more comfortable using tab/hand phone. But when it comes to apply any
application, it depends on the user, to valuate webmaster of the website; either makes the
page responsive ready or not. Replacement/annual leave/emergency leave/medical leave,
and etc, if just a kind of leave report.

How if the user cannot go back home, and need to apply replacement leave, just because of
the page cannot be read responsively. The page must load the .css file so that the interface
follows the screen high and width.

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RECOMMENDATION

The HeiTech Padu system administrator should take this advantage and grab the
opportunity to change the whole system into one database. This kind of system should be in
plenty much of databases and the synchronization is not totally smoothly proven by
customer or staff experience.

The HR of HeiTech Padu should probably take a drastic steps to look over the broken link as
reported by the staff that used this system. Some of the link, could not be clicked in order to
complete the leave, no matter what kind of leave it is, either annual leave, replacement
leave, maternity leave, etc.

The HeiTech Padu also, must implement the leave application so that it makes the staff be
more easy to apply leave by using the same database as integrated in the website portal.

ACTION PLAN

 Purpose to management meeting that their’ should take an action for upgrading with new
design interface

 Make an enhancement for any internal system parallel to company major business which is
in leading technology

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CONCLUSION

Today with technology has helped us quickly and managing an organization. MIS
(Management Information System) is deemed to be an integrated user-machine system that
provides information to support operations, management and decision-making functions at
various levels of an organization. Organizations are aware that MIS is a special-purpose
system useful for management objectives.

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