Case Study Of Limuru Dairy Farmers Cooperative Society

Published Date: 02 Nov 2017

Human Resource information provision system provide an integrated group decision support system (GDSS) that select the appropriate human resource (HR) capabilities for a firm by using existing decision algorithms and information technology (IT) software systems, to gather, store and analyze information regarding an organization’s human resources which essentially optimize the database query and enhance sharing of information both online and also offline and enable easier management of the employees in an organization (Lin & Hsu, 2010).

Database optimization is very critical for it enhances speed and efficiency, according to kim et-al reliability optimization has attracted attention due to the increasing need for highly reliable systems. Which can be achieved by increasing the reliability of components; and adding the redundant components in various subsystems, but both ways usually increase the resources such as cost and volume. Due to these set backs Simulated annealing (S.A)algorithm are developed to make up for the weak points of heuristic methods to search for near optimal solutions and which have been successfully applied to handle a number of reliability design problems (Kim, Bae, & Park, 2006).

Developing HR capabilities become an important strategic development matter since it plays the critical role of resource for firm’s existence and growth, further more information could be used, first, for administrative purposes which reduce cost and time and, second, the more analytical decision support ( Lin & Hsu, 2010; Ball, 2001). Human Resource information provision system Yasemin et-al put forward the view, that it aids senior management to identify the manpower requirements in order to meet the organization’s long term business plans and strategic goals, and aid Operational management also to track the placement of the employees and recruitment while, for middle management uses the system to monitor and analyze compensation of employees, allocation and recruitment, which make the organization to enhance database optimization and when it comes to recruitment enable short listing and job clustering (Yasemin, B. Esin, E.& Serdar. B, 2012)

Therefore the most significant factor for selecting this system is to add some innovative features to the website due to the fact web based technology has being the paramount determining factor for the immense use of technology in business world, since it has allowed sharing of data in distributed computer systems and also on PDA and web enable phones. Bussler et-al pointed out that, there is not a function in HR today that is not applying software, thus the need for each organization to give precedence to information system that will enhance data maintenance and database optimization (Bussler, l. Davis, E, 2002.). These will help the human resource and management to optimally utilize all information in their database through querying, analyzing and monitoring hence a competitive advantage to them. Many companies have seen a need to transform the way Human Resource operations are performed in order to keep up with new technology and escalating numbers of employees according to Brown, so that the organization can be able to optimize the potential employee have and have competitive advantage over other organizations (Steven Brown, 2008).

The human resource provision system will enable the legitimate employees to update their profiles, handling employee benefits, change their physical address when need arise and even access their payroll when they have being uploaded by responsible department when legitimate employee log on to his profile after authentication. HRIS products have customizable user interfaces so employees can access their own HR information, called Employee Self Service ( ESS) which greatly reduces calls to the HR department and this saves time to both the department and the employees (Kai Yee, 2009).

LIMURU DAIRY FARMERS COOPERATIVE SOCIETY LTD:

LDFCS is located at Limuru 28km from capital city Nairobi, main activities are collection, and marketing of milk through Limuru milk processors ltd with a daily average of 35000 kgs of milk produced in the Ngecha, Ndeiya, Tigoni, Ngarariga and Kikuyu regions among others. The total number of farmers registered is 9600, with this kind of vast number of clients it have a large number of employees both skilled and casual workers thus the need of implementation of HRIS to manage the potential of the work force and also for the smooth running by the management (ILO,2009). If the HR department is overwhelmed by manual paper work system, there is high possibility of incidences of having ghost workers and imposters, many claims of benefits and even employees taking more than one annual leave in a year. The system through optimization of database those incidences will be a thing of the past and the organization work force will be well managed.

HRIS will fast track the management of LDFCS human resource in various ways, the system will come in as a vital tool in e-recruitment, monitoring and analyzing of the work force. Making it easy for the organization to be among, the very best proactive and strategically managed farmers organizations. Due to the proximity to capital city and also been in Kiambu county LDFCS attract a large number of job applicant because these areas have high number of population for example Kiambu county population is 1,623,282 (Male – 49%, Female – 51%) which is 4.20% of the National Percentage and the Age Distribution is 0-14 years (34.5 %), 15-64 years (61.9 %), 65+ years (3.6%) as stated in softkenya, the unemployed are the majority, because of these factors the e-recruitment module of the HRIS can ease the process of selection and short listing and also creating a mechanism to interact between the prospective applicant and also HR department and these will ensure the best suited candidate is selected(softkenya.com, 2012).

1.1.1Organization Hierarchy for Limuru Dairy Farmers Cooperative Society LTD

MANAGING DIRECTOR

BOARD OF DIRECTORS

MARKETING MANAGER

HRM MANAGER

ACCOUNTANT

HEALTH OFFICER

PUBLIC REALATIONS OFFICER OFFICER

SALES PERSON

CASHIER CASHIER

VERTINARY

Figure. 1. Organization Chart.

Explanation of the above diagram (Figure 1.organization chart) shows the management structure for Limuru dairy farmers cooperative Society limited (LDFCS). This structure ensures clearly defined roles or responsibility for every department delegating responsibilities and authority for enabling the staff to work more efficiently in a harmonized environment and this is well captured by system requirement of the Human Resource Information Provision System ( HRIS ).

1.2 Problem Statement

The main problem is efficiency and effectiveness of human work force and how they utilize the scarce resources in the organization which is paramount to the success of the institution, thus the need arises for the involvement of the information technology which will aid to the delivering of the organizations goals by assisting in management of the workforce at the most economical viable, efficient and effective way possible. Many companies have seen a need to transform the way Human Resource operations are performed in order to keep up with new technology and increasing numbers of employees and also have a competitive advantage over competitors and optimize their database increase their returns(Steven Brown, 2008).

Human Resource Information provision System is thought to contribute largely to organization performance by fulfilling or at least supporting the tasks of data retrieval and data storage, and serving as primary administrative support tools, of reporting statistics as well as of program monitoring. It also allows organization to cut cost and offer more information to employees in a faster and more efficient way as stated by (Marilyn M. Helms, 2006; Yasemin. B & Esin E, Serdar B, 2012)

1.3.0 Objective:

1.3.1 General Objectives:

The objective of this project is to develop a system that will comprehend the complexity of the manual HR department and take the advantage of the fiber optic infrastructure which is providing an avenue for faster network connection for sending and receiving data where both potential and legitimate workers, can use either computer or mobile phone to communicate to with the HR office and vice-versa and optimization of the database containing vital employee information for the benefit of the employees as well as the organization.

1.3.2 Specific Objective:

Model and design the HRIS for Limuru dairy farmer cooperative society.

Review the system critically.

Validate and test the system functionality to ensure it does its work efficiently.

The long term objective is for HR department to rely on a fully automated HRIS.

1.4 Scope

The researcher shall use Limuru Dairy Farmers Cooperative society as case study it is easily accessible and have not fully automated it HR department, also they have a vast number of employees to management. Nearness to the organization also is time and money saving.The researcher used java, Joomla and PHP languages, which are readily available online and free to download they occupy less space on the hard drive and working with them is easy. Joomla creates dynamic pages which are friendly to interact with the user. MySQL too is used for creating databases.

Reason for choosing, Joomla, MYSQL and PHP;Benefits of PHP is its simplicity and ease of use and PHP commands are simply embedded into the same web page with HTML commands, and execute on the server to deliver the web pages to the user (hitechino, 2012). Free – like totally free, very easy to learn, runs on over 90% of web servers, huge database of readymade, royalty free classes, consistently updated, mature code( Peter, 2010). MySQL has one major advantage, since it is free; it is usually available on shared hosting packages and can be easily set up in a Linux, UNIX or Windows environment.

1.5 Justification:

The Human Resource Provision Information System will aim to achieve the following functions and also help managers make meaningful decision quickly:

To improve efficiency and effectiveness of the HR department through use of database optimization.

Provision of extensive information to both the management and the employee.

To improve and maximize return by analyzing and monitoring the human resource and making the organization to have a competitive edge over competitors.

Reduction of time wastage, demand for paper in the organization.

Introduction of new technology in management of the employees and also their involvement.

1.6Contribution to Research:

This research will make a contribution to the literature in terms of evaluating HRIS projects in a human resource management, the system designed will help managers cut down on time and cost involved in decisions making and management of employees through optimization of database.