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Chapter 1INTRODUCTION TO HRMIS

VISION OF HUMAN RESOURCE MANAGEMENT

The Human Resource Management Information System (HRMIS) was developed in line with the human resource management vision, ‘To be the leader in the Development And Management of Human Resource in Order to Achieve the Government’s Vision.’ This vision was decided upon during the seminar, HR Function Visioning Workshop for Senior Management, which was held on 21-22 June 1999. This aim is in line with the Government’s vision to become a developed nation by 2020.

PUBLIC SERVICE DEPARTMENT SPEARHEADS HRMIS

As the central agency responsible for public service human resource management policies, the Public Service Department (PSD) was selected as the lead agency to spearhead the implementation of the HRMIS. Officers from process owner divisions comprising the Remuneration Division, Pension Division (now known as the Post-Service Division), Services Division, Organisation Development Division, Training Division (now known as the Human Capital Development Division), Management Services Division, Planning, Research and Corporate Division, and Psychological Services Division were directly involved in verifying the human resource processes, which were developed for the HRMIS. They were also involved in the testing stage of the application to ensure compliance with prevailing policies. During the implementation stage, they verified the improvements on human resource policies according to changes that occurred from time to time.

The Information Management Division was given the responsibility to manage the implementation of HRMIS, and provide information on public service human resource.

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This role involves three main programmes:

1. Implementation of the Public Service Human Resource Management Information System (HRMIS) in all public sector agencies, encompassing the following activities:

• Preparation of base data; • Establishment of base data through the implementation of the Personal Records,

Management Service Profile and Personnel Data Management modules and sub-modules;

• Strengthening base data through the implementation of the Resourcing, Organisation Development and Separation modules and sub-modules;

• Expa nsion of comprehensive H R M IS modu les a nd sub -modu les /implementation;

• Change management and customer relations; • Establishment of communication channels at all levels of the agency; • Expertise development; • Diversification of learning methods to enhance skills of module owners and

users in HRMIS; • Preparation of infrastructure; • Upgrading of the capability of information and communication technology (ICT)

infrastructure at the PSD Data Centre; and • Ensuring accessibility of the HRMIS by all agencies.

2. Re-engineering of the HRMIS human resource management business model by means of:

• Ensuring that the HRMIS human resource processes are kept relevant; • Providing consultancy services for the standardisation of human resource policies

and management processes; and • Being directly involved in the human resource management policy making.

3. Creation of a public service human resource database through the following actions:

• Ensuring the integrity of human resource management data; • Obtaining reliable data from authoritative sources through integration of HRMIS

with agency legacy systems;

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• Making the database a source of reference for information on human resource management; and

• Expanding the use of the Executive Information System at the Ministry and State Secretary Administration.

HRMIS MISSION

As one of the Government’s f lagship applications, HRMIS has a clear mission so that all public sector agencies implement it in line with the vision of public service human resource and e-Government aims. Therefore, HRMIS must remain relevant in public sector human resource management through its continuous application improvement.

HRMIS OBJECTIVES

The objectives of HRMIS are designed to ensure that the developed application will be able to improve the performance of public sector delivery system. These objectives are designed to: • Enable planning of the workforce and determine the effective size of public

service through human resource management information; • Automate the operation processes of human resource management; • Develop integrated and updated human resource information for the purpose of

effective human resource planning; • Facilitate horizontal communication and integration, coordination of human

resource processes and access through a single window; • Contribute to the creation of a paperless environment; and • Make available a human resource information system that is open, f lexible and

updated to meet the management needs of the various levels of agencies.

THE ESTABLISHMENT OF HRMIS

“Malaysia has industrialised so rapidly that when once commodities made up 100 per cent of our exports, today manufactured goods constitute 78 per cent of our exports valued at US$75 billion. Yet we are not a developed country. To become a developed country according to our Vision 2020 we cannot continue with conventional manufacturing industries. We have to move into the information industry…”

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This is an excerpt from a speech by Tun Dr Mahathir Mohamad during the opening ceremony of “Multimedia Asia on Multimedia Super Corridor (MSC)” at the Putra World Trade Centre (PWTC) in Kuala lumpur on 1 August 1996.

The Multimedia Super Corridor (MSC) is an initiative by the Government to shift the nation into a knowledge- and information-based economy to ensure that the nation remains competitive and resilient. In this context, the development of Electronic Government for national development was initiated in the 7th Malaysia Plan (7MP) and continued in the subsequent Malaysia Plans. This decision is seen as a wise move as in 1996, the world underwent an economic crisis, the effects of which were also felt by our country.

To realise the implementation of the MSC, the Government established the International Advisory Panel consisting of 25 personalities among business leaders, policy-makers and academics in the ICT world. The main function of this panel is to provide ideas and recommendations to the Government on the development and implementation of the MSC.

Accordingly, the Government launched the Concept Request for Proposal (CRFP) for 15 pilot projects in the MSC flagship applications on 26 July 1997. Among the pilot projects identified was the Human Resource Management Information System (HRMIS). This is an integrated system, facilitated by technology that combines the best practices of global human resource management.

MRCb Multimedia Consortium Sdn. bhd. (MMCSb) was selected by the Government to develop and implement the HRMIS project. On 1 April 1999, a signing ceremony was held between the Government and MMCSb with the Chief Secretary to the Government, Tan Sri Abdul Halim bin Ali, representing the Malaysian Government and Dato’ Khalid bin Haji Ahmad representing MMCSb. The ceremony was witnessed by the Minister of Energy, Communications and Multimedia, Datuk leo Moggie.

At the ceremony, Tan Sri Abdul Halim said that for the first time ever, the HRMIS would link all Government agencies electronically, so that human resource information at the grassroots could be easily channelled to the higher levels such as the agency headquarters, Ministries, State Secretary Offices and the PSD.

MMCSb, as the project implementer, is a consortium of 18 local companies led by Malaysian Resources Corporation berhad. The other companies are as follows:

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• Accurate Network and Systems Integration berhad • bSN Information Technology and Services Sdn. bhd. • CS Technologies Sdn. bhd. • Digiera Sdn. bhd. • Edaran Computer Sdn. bhd. • Hijau Inovasi Teknologi Sdn. bhd. • Irshad Consulting Sdn. bhd. • leapfrog Technologies Sdn. bhd. • Mark System Sdn. bhd. • Mobile Computing System Sdn. bhd. • New Technology Innovation Sdn. bhd. • Orienasli Holding Sdn. bhd. • Origin Technology Sdn. bhd. • Quantum Parallel (M) Sdn. bhd. • Sepakat Computer Consultant Sdn. bhd. • berita Information Systems Sdn. bhd. • Sistem Televisyen Malaysia berhad

The responsibilities of the companies in the development of HRMIS include project management, process improvement, change management, system development, installation management, training and education, as well as operations and support services.

According to the original HRMIS Agreement, the first phase of the project began on 12 April 1999 and was scheduled to complete in the 24th month or 11 April 2001. The second phase was scheduled to start immediately after that and completed on the 42nd month or 11 October 2002. However, the period was extended owing to three changes. The first change was caused by the necessity of extending the period for the business improvement process (bIP), which resulted in the first phase being extended till the 38th month or 11 June 2002, and the date of completion for the second phase extended to the 59th month or 11 March 2004. The second change involved the milestone deliverables from management and operation into 4 packages. The third change entailed the closure of the first phase in 2004.

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As stipulated in the contract between the Government and the consultant, RM99.89 million was allocated for the development of HRMIS. Of this amount, 58.4 per cent was allocated for hardware and software, and the rest for services and the development of applications.

On 17 September 1999, the Government announced to public sector agencies the implementation of HRMIS application. All agencies were advised not to continue with any effort to develop other Human Resource Management System to avoid redundancy and duplication of systems.

WHAT IS HRMIS

The HRMIS project is a Government initiative to ensure that human resource management in the public service produces skilled, trained and motivated workers. The HRMIS that has been developed is now being implemented throughout the Malaysian public service.

The HRMIS is not merely a human resource application system, but more importantly, it represents a new approach for more comprehensive and integrated human resource management in overcoming the many challenges of public sector management.

The development of HRMIS is based on ten key functions of competency-based human resource management, as illustrated in Figure 1.

Figure 1: Public Sector Human Resource Management Model

STRATEGY FORMULATION & REvIEw

DEvELOPMENTPERFORMANCEMANAGEMENT

COMPETENCY ASSESSMENTRESOURCING SEPARATION

CAREER MANAGEMENT

REMUNERATION, BENEFIT & REwARD

PERSONAL RECORD MANAGEMENT

ESTABLISHMENT DATA

EMPLOYEE COMMUNICATION & BEHAvIOURAL MANAGEMENT

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Among the main features of the HRMIS are that it is process-driven, it provides for self-service facilities and it is web-based. The application allows all members of the public sector to update their personal records and to apply for the various available service benefits such as leave, travel claims and training courses.

In addition, the data of HRMIS public sector human resource processes stored in a centralised database will facilitate analysis and strategic planning of human resource, either at the department, ministry, state or national levels.

The changes that are brought about by HRMIS are based on public service trends and practices around the world covering all human resource matters, as shown in Figure 2.

Figure 2: Human Resource Process Mapping into HRMIS Modules

The modules and sub-modules developed under HRMIS were regarded as innovative outputs, which saw a change in philosophy from a conventional 27-function human resource management system to a 10-function competency-based HR To-be Management.

Salary Management

Placement in Pension Scheme

Loan Processing

Health Benefits

Claim Processing

Leave Processing

Salary Processing

Confirmation of Service

Payroll Management (Target Management and Performance Evaluation)

EmployeeRelations

Counselling

Discipline

Human Resource Planning

Appointment

Placement

Promotion (Procurement Element)

Human Resource Planning

Organisation Development

Service Scheme

Benefits and Remuneration

Service Matters

Training

Career Development

Career Links

Examinations Career Guidance Training Asset Declaration Service Separation

Strategy Formulation and Review Resourcing

Employee Communication and

Behavioural

Performance Management

Remuneration, Benefit and Reward

Competency Assessment Career Management Development Personal Record

Management Separation

EXIS

TIN

GH

RM

IS

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LAUNCHING OF HRMIS

On 12 April 1999, the launching ceremony of the HRMIS pilot project was held at the bukit Kiara INTAN, which was attended by all the departmental heads and representatives of the ten pilot agencies. It was conducted by the then Director-General of Public Service, Tan Sri Samsudin bin Osman. With the launch of the project, the HRMIS Project Task Force began operations in the PSD as the lead agency.

The ten selected pilot agencies to represent the five types of public sector services in Malaysia were: • PSD, Ministry of Health, Malaysia Administrative Modernisation and Management

Planning Unit (MAMPU), Prime Minister’s Office, Department of Irrigation and Drainage and Department of Veterinary Services representing the Federal Public Services;

• Department of Sarawak Chief Minister representing the State Public Services; • Majlis Amanah Rakyat representing the Federal Statutory bodies; • Selangor State Development Corporation representing the State Statutory bodies;

and • Kuala lumpur City Hall representing the local Authorities.

WHY HRMIS IS NEEDED

before the Government arrived at the decision to develop the HRMIS, many studies had been conducted to identify the best practices and use of ICT as an enabler to improve public sector human resource management. As such, the implementation of the HRMIS takes into account the following factors:

1. Optimal Use of Technology

Through the development of HRMIS, the Government can optimise existing ICT infrastructure by automating human resource management in a standardised and comprehensive manner, without being confined to any particular function. The HRMIS has incorporated the entire process of human resource management from strategic planning, recruitment, placement, promotion and separation.

2. Continuous Monitoring of Human Resource Management Policies

The use of a standard system in all public sector agencies will facilitate the monitoring of human resource management policy implementation on a continuous basis. Current,

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accurate and reliable data that can be quickly obtained online will greatly assist decision and policy-making processes. Consequently, the improvement process of human resource policies can be carried out effectively and continuously.

3. Intra- and Inter-Agency Information Sharing

The Malaysian public sector human resource management has various levels in its organisational structure, with a large number of agencies and varying jurisdictions among the agencies.

In this context, the human resource process usually involves a chain of authority at the various levels and agencies. An example is the exchange of officers between agencies, which entails both placement and management of salaries. Information sharing via the system will help avoid repeating the process of recording and this makes for a more efficient and effective management of human resources.

The HRMIS allows online sharing of human resource management information among federal agencies and other agencies. Its use also facilitates the process of analysing information and ensuring that work distribution among civil servants in terms of planning, strategy and operations is consistent.

4. Performance of Civil Servants

With HRMIS, the performance of civil servants can be measured against the goals and targets set by the key performance indicators (KPIs) agreed upon by the head of department or agency, and individual performance can be monitored and assessed in line with the agency’s objectives and goals.

PROJECT MANAGEMENT

The Government established a Project Management Office to ensure that the implementation of the HRMIS project runs smoothly according to the set schedule, quality and cost. The main functions of this office include management, coordination and monitoring of major project activities such as contract management, project progress monitoring, management of project progress payments, risk and issue management, and management of technology transfer.

In terms of project management, the major changes in approach and delivery schedules are as follows:

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• Extension of process improvement study period from four to 17 months; • Change in implementation approach of the development system in the original

contract from two-stage delivery of partial operational and partial managerial to full operational and full managerial;

• Change in implementation approach from full operational and full managerial to packaged-based comprising four packages of 15 modules;

• Change in approach from package-based to individual modules; and • Change in project completion date for the first and second phases from 11 March

2004 to 30 September 2004 for the completion of the first phase alone.

1. Contract Management

The development of the HRMIS project consists of three contracts: • HRMIS Agreement dated 1 April 1999; • HRMIS Integration Interface Development Agreement with legacy Systems

dated 18 October 2004; and • HRMIS Application Improvement Agreement in accordance with the Malaysian

Remuneration System dated 6 July 2005.

All of the above contracts were signed between the Malaysian Government and MRCb Multimedia Consortium Sdn. bhd. With respect to contract management, the HRMIS Agreement underwent three amendments throughout the project period, that is, on 27 January 2001, 13 May 2003 and 24 May 2005. The HRMIS Agreement (Third Amendment) concluded the development of the HRMIS at the first phase only, although the consultant was initially tasked with the implementation of the second phase as well. The second phase of the HRMIS project was continued by the Government.

2. Project Progress Monitoring

Project management monitoring entails the monitoring of project development progress, project documentation delivery, and payments. Monitoring of the project development progress was carried out through the Project Status Report Meeting comprising both the Government Project Team as well as the Consortium Project Team. Meetings were held weekly throughout the duration of the project.

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3. Risk And Issue Management

Risk and issue management is a form of control to ensure that the development and implementation of applications run smoothly. The Risk and Issue Meeting was held weekly after each Project Status Report. During the meeting, risks, issues and measures to be taken to address them were discussed.

4. Technology Transfer Management

Technology transfer involves the process of learning technology in system development, particularly the best practices of human resource management. The Government consultants were tasked with the responsibility of ensuring the transfer of technology to the Government as stipulated in the HRMIS Agreement.

Technology transfer activities occur through technical and HRMIS application courses, job sharing protocols, discussions and workshops. This assessment was focused on aspects of development management, implementation and maintenance of the HRMIS project. Overall, the Government HRMIS Project Team already possessed some degree of knowledge and skills in the following aspects: • Project management; • Process improvement; • Change management; • Training and education; • Development of application systems; • Testing process and product acceptance; • Data management; • Integration management; • Handling of operational and support activities; and • Installation management.

In terms of HRMIS application development, the Government HRMIS Project Team had the basic knowledge and skills to develop and maintain application systems. However, more in-depth knowledge was required to carry out system fine-tuning, including the restructuring of databases and system security as the HRMIS is a complex application system. With respect to operational and support components, specialised knowledge and skills are required to manage and operate the Data Centre, including:

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• Data Centre capacity planning • Change management control • Monitoring system • Data Centre and hardware security • Configuration management

5. HRMIS Logo Concept

The concept of the logo is based on the abbreviation ‘HRMIS’ which stands for ‘Human Resource Management Information System’. Schedule 1 and Schedule 2 explain the forms of HRMIS logo. Additionally, HRMIS can also be defined as follows:

H Horizontal: Horizontal integration, as well as mainstreaming processes and precise communication, is achieved through a comprehensive system of cooperation among Government agencies supported by the HRMIS system.

R Rightsizing: An effective public service supported by reliable information (i.e. accurate information in terms of time and place).

M Managerial and operational: Management and operational processes at different levels can be enhanced through a f lexible, open and paperless system.

I Intuitive: Having reliable instinct and an increasing number of smart civil servants to ensure more effective work practices.

S Sophistication: The HRMIS system heralds a new era for the Government and civil service system as the country marches forward to achieve Vision 2020.

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Schedule 1: HRMIS Logo Concept

No. Form Form Concept Colour Concept1. Overall Represents the abbreviation ‘IT’ Harmony, cooperation

and coalescence2. Sphere Represents workers as the pulse of

the e-Government, the Malaysian Government, and the Malaysian nation in general

RedEnergetic, diligent, persevering, earnest and successful

3. Two curves Inner – Coalescence of all resources to achieve Vision 2020 as one nation, one goal and one theme

Outer – Reaching out to serve rural and urban Malaysians from all walks of life

Two curves –Spiritual and physical, mental and emotional balance

Dark/royal blueConfident, responsible, dependable, intuitive, intelligent and smartLight bluePeaceful and creative

Schedule 2: HRMIS Abbreviation

No. Form Form Concept Colour Concept1. 3D Strong and stable to reflect the use of

high technology and multimediaBlue-greenAdvanced, environmental-friendly and balanced

SUMMARY

The HRMIS project is a Government initiative to ensure that human resource management in the public sector is able to produce skilled, trained and motivated workers. HRMIS is not only a human resource application system, but also a new, comprehensive and integrated approach in the management of public sector human resource. It has been successfully developed and is currently implemented throughout the Malaysian public service. The development of HRMIS project is in line with the efforts and goals of human resource management, which is to become a leader in the management of human resource to achieve the Government’s vision.

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Chapter 2HRMIS: PUBLIC SECTOR HUMAN RESOURCE MANAGEMENT SYSTEM

The Human Resource Management Information System (HRMIS) has been developed through extensive research on the best practices of human resource management by world renowned organisations as well as human resource management trends of the 21st century.

PUBLIC SECTOR HUMAN RESOURCE MANAGEMENT TO-BE MODEL AND PHILOSOPHY

The Public Sector Human Resource Management To-be model has been formulated for use by all agencies. It has ten main functions of public sector human resource management. The developed human resource processes in HRMIS modules are based on a fixed philosophy. This is to ensure that human resource management is efficient, effective, constantly relevant and responsive to current challenges.

This model puts competency assessment as the basis for all human resource processes, which is also the key to mobilising human resource management functions. This function promotes self-development and continuous improvement through a user-friendly approach. Competency assessment will also encourage individuals and line managers to assess competency levels using valid assessment methodologies.

The second function of this model is the development activities relating to the ongoing process of formal and informal training. The purpose of this function is to enhance a person’s abilities to ensure continued contribution to the organisation. At the same time, development opportunities are provided to promote self-learning and just-in-

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time learning. This is clearly demonstrated when opportunities are given to employees and managers to plan, select and evaluate development programmes for employees to acquire new competencies or for career advancement.

The performance management function is able to align individual goals with organisational goals, as well as monitor and evaluate individual performance based on the KPIs, the team and organisation. This function also promotes personal monitoring to strive for continuous improvement and becomes part of the daily routine of the management. Performance management also links performance to career development, development requirements and rewards.

The remuneration, benefit and reward management function allows fast, accurate and timely automatic processing of remuneration and benefits. It also provides a mechanism to administer remuneration, benefits and rewards in the development and maintenance of public sector human resource. A system that is fair and in line with the ambition of the organisation to develop intellectual capacity will also promote employee retention and enhance performance.

The philosophy behind the fifth function of career management aims to provide a systematic approach in promoting human resource development in line with career pathways and organisational needs. It also promotes sharing and ownership between individuals and line managers in identifying career pathways and strategies to achieve goals as well as continuous monitoring of their progress. In addition, this function provides a sustainable, equitable, f lexible and customer-oriented framework for individuals to plan and identify strategies for career advancement. At the same time, it provides opportunities to the individuals who constantly strive to improve their competency and performance to progress in the organisation.

Human resource model need to change in line with the rapid change of the environment. This is to ensure that human resource strategies and policies remain relevant to the needs of the organisation. This philosophy is carried forth in the sixth function, which is formulation and evaluation of human resource strategy, to ensure that the mechanism for aligning human resource management strategies with the goals and objectives of the organisation can happen quickly and effectively. Its main activities include the description of values created by the human resource function through its vision, thinking style, etc. This feature can also develop the human resource function through the determination of deliverable outcomes.

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The philosophy of the human resource recruitment function is to provide a mechanism to integrate in a comprehensive manner the various human resource management functions such as manpower planning, recruitment, transfer, development and training to ensure that the manpower requirements of the organisation are met. This feature also serves to identify the short-term needs of human resource based on the activities of the organisation. This process begins by identifying the roles, positions and competencies to carry out an activity and ends with the acquisition of resources.

The function of separation has the underlying philosophy of facilitating the exit of civil servants from Government service. It will also facilitate attrition trends as well as provide a retention strategy to maintain skilled public sector manpower. Through this function, all logistical issues such as assets and security passwords can be resolved, and relevant human resource function operations such as human resource recruitment, retirement, benefit and reward management, and development will be triggered.

The personal record management function is focused on a mechanism to put in order all public sector human resource personnel records. This feature puts the responsibility of updating personal records on each individual. This process involves activities such as updating personal details, information on family, health, education, language skills, declaration of assets and awards.

The final function is the employee communication and discipline management. Its philosophy is to create a conducive working environment between the management and employees. At the same time, this function can improve cooperation as well as promote harmonious employer-employee relations through the provision of reporting, monitoring and resolution of human resource issues.

HRMIS MODULES AND SUB-MODULES

The HRMIS human resource management application consists of 11 core modules comprising 39 sub-modules and two support modules comprising eight sub-modules. Overall, the HRMIS has 47 modules and sub-modules as listed in Schedule 3 to complete the entire process of public sector human resource management.

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MODULE DESCRIPTION

Each module has a specific function to facilitate the human resource process by the user. The human resource process will record and update all human resource transactions. Each HRMIS application module is described below:

Schedule 3: HRMIS Modules and Sub-Modules

Core Module 1 Personal Record Management

1 Personal Record

2 Asset Declaration

3 Service Profile

Core Module 2 Competency Assessment

4 Competency Assessment

5 Service Examination

6 Efficiency Level Assessment

Core Module 3 Career Management

7 Career Path

8 Career Path Assesment

9 Succession Plan

10 Career Plan

Core Module 4 Performance Management

11 Performance Management

12 Confirmation in Service

Core Module 5 Resourcing

13 Develop Resourcing Action Plan

14 Acquisition of Competency Owner

15 Reassignment of Competency Owner

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16 Preparation of Competency Owner for Assignment

17 Secondment

18 Promotion

Core Module 6 Strategy Formulation and Review

19 Develop Tactical Activity

20 Formulate HR Strategy

21 Formulate Policies and Procedures

22 Evaluation of Strategy Effectiveness

23 Long Term Manpower Planning

24 Assess Utilisation of Manpower

25 Job Evaluation

26 Organisational Development

27 Develop Position Norms

Core Module 7 Development

28 Study

29 Competency Development Program

Core Module 8 Employee Communications and Behavioural Management

30 Disciplinary

31 Counselling

32 Management Employee Relations

Core Module 9 Renumeration, Benefit and Rewards

33 Bonus

34 Claim

35 Leave

36 Loan

37 Medical

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38 Payroll

39 Remuneration

Core Module 10 Establishment Data

Core Module 11 Separation

Support Module 1 Security Administration

40 Security

41 Workflow

Support Module 2 Information Services

42 Knowledge Base

43 Statistical Report

44 Executive Information System

45 Decision Support System

46 Web Publishing

47 Government Directory

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Figure 3: HRMIS Main Menu Interface

1. Establishment Data Module

This module stores information such as service scheme and service group, units and activities, organisational structure, standard position, actual position, job description, competency level of postings, key result areas and the required logistical resources of a position.

2. Personal Record Management Module

This module stores basic information of officers such as personal particulars, family particulars, language proficiency, academic qualifications, driving licence, bank account number, work experience prior to joining the public service and awards received. In addition, this module stores information on service profile and asset declaration.

3. Competency Assessment Module

This module records and analyses the competency levels of individuals or teams. Officers or the management will be able to identify the competency gap between requirements of the position and the competency of the officer. Action can then be taken to address the gap through the Development Module. Information on competency can also be used in the Human Resourcing Module for purposes of recruitment, placement and promotion. This module also allows officers to carry out activities related to examination such as processing of applications, scheduling of examinations, recording of assessment results and updating of examination results.

Human Resource Management Information System

999999999999 MoHd SalleH bIn MoHd SaId

Human Resource Management Information System

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4. Career Management Module

This module facilitates the management’s succession planning for strategic positions. In addition, officers can plan their career development either on their own or with the advice of career consultants at the agency level.

5. Performance Management Module

This module enables officers to set their annual work targets in line with organisational goals, as well as to generate annual performance evaluation reports. Through this process, supervisors or the management will be able to link performance with career development, development requirements and selection of award recipients for excellent service within the organisation.

6. Resourcing Module

This module identifies short-term human resource requirements, applications for positions and filling of vacancies through the process of recruitment, transfer and secondment. It also aims to ensure that every officer placed in a certain location is ready to perform the prescribed duties.

7. Development Module

This module prepares competency development programmes for officers in line with organisational goals, and enables officers and supervisors to apply to attend the relevant competency development programmes. Additionally, officers will be able to apply for short- and long-term in-service training (diploma, master’s, PhD), either with or without scholarships.

8. Employee Communication and Behavioural Management Module

This module enhances cooperation and harmonious relations between the management and employees through the process of reporting, monitoring and resolution of issues. Moreover, this module makes it possible to manage counselling and employee disciplinary activities.

9. Separation Module

This module provides a comprehensive process to manage the exit of officers from Government service through compulsory retirement, early retirement, resignation, death, dismissal, and so on. It also enables officers to prepare task handover notes and exit interviews before leaving the service.

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10. Remuneration, Benefit and Reward Module

This module helps administer remuneration records of officers for preparing salaries following placements, leave (half pay, no pay), promotion, competency level evaluation and change of service scheme. In addition, it administers the records of benefits enjoyed by the officers such as loans, medical benefit, claims and personal advances, scholarships and annual allowances.

11. Strategy Formulation and Review Module

This module helps human resource managers in formulating and evaluating the effectiveness of the organisation’s human resource policies, procedures and strategies for continuous improvement. It is also useful for long-term manpower planning, organisational development, tactical planning, storage of information on employment norms, task assessment processes and assessment of manpower use.

12. Information Service Module

The HRMIS also provides users with information through six sub-modules comprising the Government Directory, Knowledge base, Statistical Report, Executive Information System, Decision Support System and Web Publishing. The Government Directory sub-module provides information on officers’ names, office telephone numbers and organisational units. The Knowledge base sub-module contains a repository of knowledge on policies, procedures and best practices of human resource management relevant to the Malaysian public service. The Web Publishing sub-module provides online information on human resource management policies and procedures. The Statistical Report, Executive Information System and Decision Support System sub-modules serve as business intelligence to the senior management in decision-making.

13. Security Administration Module

The HRMIS Security sub-module fully controls access to all modules and coordinates all functions of the HRMIS. The Workflow sub-module allows workflow administrators to maintain the inter-relationship between HRM processes in the modules and sub-modules.

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HRMIS APPLICATION FEATURES

The HRMIS application features can be described as follows:

1. Process-driven

Public sector human resource management is driven by the built-in applications of HRMIS. This means that the updating of data in the HRMIS database is done directly through ongoing transaction processes.

2. Inter-Relationship of Three Data Components

The use of data in HRMIS is based on three components comprising personal data, establishment data and transaction data. Each of the human resource management processes utilises both the establishment data and personal data as the basis for carrying out a transaction. The updating of the database is based on these transactions.

3. Self-Service Facilities

Through the self-service facilities available, officers will be able to do the following: • Update personal records; • Apply for and check annual leave; • Submit claims; • Monitor work performance; • Apply for appropriate courses; • Conduct competency assessment; • Apply for transfer; and • Apply for counselling.

4. Web-Based

The HRMIS is a web-based application and can be accessed via the internet. However, Government security policy requires all applications under the Electronic Government Project to use the EG*Net network.

5. Integration of Human Resource Functions

The human resource management functions have been integrated to take advantage of the concept of ‘single entry, multiple users’ so that data and information from a module can be used by other modules.

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6. Knowledge-Sharing

The human resource management policies enforced through circulars and regulations are stored in the Web Publishing and Knowledge base sub-modules and can be shared by users to increase their knowledge and skills regarding the policies as well as to keep abreast of current developments.

7. In-Built Human Resource Business Policies and Regulations

The human resource management business policies and regulations are incorporated in the HRMIS application. Its advantages are as follows: • Verification process is performed at point of entry; • Automatic checking of qualification of officers; and • Reduced recurring reviews by human resource managers and administrators.

8. Security and Workflow

The HRMIS application design and technical architecture assure the integrity of information and security access, where upon any additions, amendments or repeals of data cannot be done without the permission of the authorising party. In addition, human resource management processes are simplified by the setting up of workflow according to the roles and responsibilities of the officers.

BENEFITS OF HRMIS APPLICATION

The benefits of the HRMIS application can be viewed from the perspective of the organisation, human resource management and employees. The benefits to the organisation are summarised as follows: • Human resource activities will be carried out more easily and simply with a

real time and online human resource information system; • Uniform human resource policies and procedures as well as the consolidation

of human resource information in the centralised data bank will facilitate the use of this system by all agencies;

• Productivity will be enhanced through faster processing, better work environment, reduction of errors and work overlap, simple operating system and automation of certain activities;

• An integrated human resource information system allows the sharing of information in a quick and accurate manner, and better communication among the agencies involved; and

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• less productive human resource activities can be reduced and more attention can be given to more productive work such as analysing and planning work which will subsequently improve decision-making, implementation and monitoring.

The benefits to human resource management include: • Integration of the overall human resource functions provides for integrated,

accurate, fast and reliable human resource information; • Human resource management is simplified through the use of technology; • Increased productivity through greater automation of certain human resource

processes; • Utilisation of uniform human resource policies and procedures; • The human resource management functions of the HRMIS application take into

account process improvement elements and workflow to enable human resource managers to play a more strategic role;

• Processing time, particularly of operational functions, becomes faster and more efficient through the use of the latest ICT;

• basic information on human resource management such as service schemes, policies, circulars and guidelines that are consistent will ensure uniform human resource management implementation; and

• Centralised collection of information will facilitate analysis and generation of statistical reports relating to human resource management.

The benefits to the employees include: • Facilitation of communication between employers and employees; • Entry of basic information and service profiles of personnel need not be

repeated; • Reduced manual and overlapping activities; • Users will be able to check the status of each transaction made through the

HRMIS application; • Increased satisfaction, motivation and productivity; and • User-friendly and f lexible system.

SUMMARY

The products developed in HRMIS application are based on the Public Sector Human Resource Management To-be Model formulated for use by all agencies. There are ten key functions of public sector human resource management. Each function is implemented based on the set philosophy which will ensure that human resource management is more efficient, relevant and responsive to current challenges.

26

To complete the whole process of public sector human resource management, this application contains 11 core modules comprising 39 sub-modules and two support modules with eight sub-modules. These modules have been divided according to the needs and importance of each in accordance with the contract agreement. The breakdown of modules has helped in the smooth implementation of the HRMIS application.

27

Chapter 3PROJECT DEVELOPMENT PHASE

PROJECT ORGANISATION

The HRMIS project was launched on 12 April 1999. The PSD, as the lead agency, set up a HRMIS Project Management Office, which not only formed a team responsible for the seven major components of the project, but also acted as a mirror organisation to the team of consultants. Its main objective was to ensure the effective transfer of technology from the suppliers to the Government. The main components of the project were Process Improvement, Change Management, Training and Education Management, System Development, Installation Management and Project Management Office. The organisational structure of the consultants is shown in Figure 4, while the Government team is shown in Figure 5.

28

Figure 4: HRMIS Project Organisational Structure, 1999

Figure 5: Government HRMIS Project Team Organisational Structure, 2001-2007

GOvERNMENT

PROJECT SUPPORT GROUPS

PROJECT STEERING COMMITTEE

GOvERNMENT PROJECT DIRECTOR

GOvERNMENT PROJECT MANAGER

MRCB MULTIMEDIA CONSORTIUM SDN. BHD.

RISK MANAGEMENT COORDINATOR

PROJECT DIRECTOR

PROJECT JOINT-MANAGER

PROJECT OFFICE MANAGER

BIP/CM JOINT TEAM LEADER

INSTALLATION TEAM LEADER

TECHNICAL DIRECTOR

TRAINING & MANAGEMENT TEAM

LEADER

OPERATIONS & SUPPORT TEAM

LEADER

COORDINATOR

Change Control

IT SecurityDocumentation Control

Quality Assurance

TOT Programme

GROUP LEADER

Business Improvement Process

GROUP LEADER

Change Management

TEAM LEADER

Application Development

web Publishing

Knowledge Base

Product Verification

Documentation

PROJECT STEERING COMMITTEE

PROJECT DIRECTOR

MAMPU PROJECT SUPPORT TEAM

DEPUTY DIRECTOR MANAGEMENT

PROJECT MANAGEMENT OFFICE

PROCESS IMPROvEMENT TEAM

CHANGE MANAGEMENT TEAM

TRAINING & EDUCATION TEAM

DEPUTY DIRECTOR TECHNICAL

SYSTEM DEvELOPMENT TEAM

PRODUCT vERIFICATION TEAM

INSTALLATION MANAGEMENT TEAM

wEB PUBLISHING/KNOwLEDGE BASE

TEAM

DATA MIGRATION/INTEGRATION TEAM

29

PROJECT IMPLEMENTATION PERIOD

The original HRMIS Agreement Contract stipulated that the implementation period would cover 42 months, with phase one covering 24 months and phase two 18 months. The first phase included the business improvement process (bIP) and system development. There were four stages of delivery and Provisional Acceptance Tests to be made in the 7th, 12th, 15th and 18th months. Subsequently, the Government carried out the first Final Acceptance Test (FA1) in the 24th month for a month from the date of delivery. The second phase involved the implementation of the application at all public sector agencies and any improvement to the application was to be carried out in the event of errors occurring during the development of the system. The fifth Provisional Acceptance Test was to be carried out in the 30th month and the sixth in the 36th month. The Final Acceptance Test was to be carried out in the 42nd month. This is shown in Figure 6.

Figure 6: Project Implementation Schedule (Original Agreement Contract)

PHASE 1 PHASE 2

MONTH

CommencementDate

Legend:PA BIP : Provisional Acceptance For Business Improvement Process MilestonePA# : Provisional AcceptanceFA1 : Phase 1 Final Acceptance Milestone (Duration = 1 month)FA2 : Phase 2 Final Acceptance Milestone (Duration = 3 month)LAD# : Liquidated Damages Points Milestone (Rate: RM4,000 per day)IR# : Implementation Review Milestone

Note:PA BIP : *PA5 & PA6 will occur between months 24-42 depending on the delivery and complete installation of the Hardware/Software

PerformanceBond (End)

End Phase 1

PA BIP

LAD1 LAD2

IR1 IR2 IR3 IR4 IR5 IR6

LAD3 LAD4 LAD5 LAD6 LAD7

PA 1 PA 2 PA 3 PA 4 FA 1 FA 2PA5 & PA6

End Phase 2

End HRMIS warranty

0 4 7 12 15 18 24 30 36 42 54

30

The HRMIS is an application system that covers all aspects of human resource management. The delivery of the application system according to the management and operational functions as stipulated in the original agreement contract was difficult to comply with. This was due to the difficulties of developing a module that separated the operation and management functions. It would have been simpler and more practical to develop a complete module that contained both of these functions.

As such, to facilitate project development and management, all deliveries under the system development were restructured according to four packages as shown in Figure 7.

Figure 7: Application Development Schedule after Amendment of Agreement Contract

During the time the business improvement process (bIP) study was conducted, the public sector human resource management was still using the New Remuneration System (SSb). As such, the development of the HRMIS application system then was based on the processes of the NRS. In 2002, the Government introduced the Malaysian Remuneration System (SSM). With its implementation, all processes that had been decided prior to this had to be revised and improved in line with the MRS. The process of further review

FINAL ACCEPTANCE TEST 1

Month 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38

PACKAGE 1• Establishment• Personal Data• Data Production

PACKAGE 2• Government Directory• Competency Assessment• Performance Management• Career Management• Resourcing

PACKAGE 3• Development• ECDM• Separation

PACKAGE 4• Remuneration, Benefit & Reward• Strategy Formulation &

Review• EIS/DSS• Workflow• Security

PAT1

PAT2

PAT3

PAT4

Legend: Analysis & Design Application Development Product Verification • ECDM: Employee Communication and Discipline Management • EIS: Executive Information System • PAT: Provisional Acceptance Test • DSS: Decision Support System

Feb 01 Mar 01 Apr 01 May 01 June 01 Jul 01 Aug 01 Sep 01 Oct 01 Nov 01 Dec 01 Jan 02 Feb 02 Mar 02 Apr 02 May 02 June 02

31

and adjustment required time and additional cost. Subsequently, the HRMIS Application System Improvement Agreement, restructured according to the requirements of the MRS, was duly signed.

PROJECT DEVELOPMENT PLAN

According to the HRMIS Agreement Contract, the first action to be undertaken by the consultants was the preparation of the implementation plan for each project component. These plans required prior approval from the Government before subsequent action could be taken. The approved major project plans are as follows: • business Improvement Process Plan; • Change Management Plan; • Training and Education Management Plan; • System Development Plan; • Installation Management Plan; • Project Management Plan; and • Transfer of Technology Plan.

HRMIS PROJECT WORK SCOPE

The details of the scope of work for each of the above-mentioned components are described in the following sub-topics.

1. Business Improvement Process (BIP)

The business Improvement Plan Report was approved by the Government on 2 September 2000. It described the plans and approaches for each activity as well as the detailed framework for all bIP activities. The bIP plan consisted of four main activities, namely current human resource process analysis, human resource to-be concept design, human resource to-be detailed design, and implementation plans. At this stage, the scope of the bIP study involved only ten pilot agencies identified in the HRMIS Agreement Contract.

Given that HRMIS is a software development project, the methodology for the development of the system was the Rational Unified Process (RUP). The RUP was a model that utilised an object-oriented approach to the process. It provided a systematic approach to determine the duties and responsibilities in the development of the organisation, with the aim of producing high quality application software that fulfilled user requirements,

32

on schedule and within a strictly regulated budget. The RUP consisted of six main workflows, two of which were the business Model and Requirements specifically for the service improvement process of the project. For this purpose, the project used the business Process Improvement Methodology (bPIM) to complete the business model and RUP requirements.

The approach used by the bIP Team was based on the bIP Methodology Model shown in Figure 8. This model was adapted during the bIP study.

Figure 8: BIP Methodology Model

The continuous improvement model can be explained through five questions, starting with project organisation and concluding with implementation planning or implementation phase. The following are steps contained in each phase to ensure a comprehensive and innovative approach of HRMIS: • In the first phase, project organisation ensured that all planning, administration

and required resources were ready before the start of the bIP phase. This phase included aspects of early preparation, planning and determination of quality;

• The second phase involved opportunity assessment whereby the human resource functions in the public sector were re-evaluated. This study was conducted

PHASE Iwhat are our objectives?

PHASE IIHow did we do?

PHASE IIIHow can we improve?

PHASE IvHow do we know that

we have improved?

PHASE vHow can we continue to

make improvements?

UNDERSTANDING CUSTOMER NEEDS

EvALUATING THE PROCESSEvALU

ATING

THE R

ESUL

TS/OU

TCOM

E

IMPROvING THE PROCESS

33

by assessing the human resource environment and identifying the key issues and challenges faced by the pilot agencies. It also identified opportunities for improvement, potential barriers and enablers for the development of the HRMIS;

• The third phase covered objectives of the Concept Design, which was to provide documentation and the proposed conceptual design for the HRMIS to-be detailed design. Input to this phase was derived from the opportunity assessment and research that had been conducted;

• In the fourth phase, which comprised the Detailed Design, the process provided documentation and proposal for the to-be human resource management process detailed design; and

• Finally, the fifth phase, which was the implementation or roll-out phase, involved all experts from the bIP, application development and installation, training, and change management. The main objective of the bIP team during this phase was to provide documentation for the roll-out implementation plan.

In the early stage of the bIP, the main focus was to prepare and approve the plan prepared by the consultants. However, there was a delay in preparing the Operational Process Vision Report (OPVR) by the consultants as information on the as-is status required by the Government could not be complied with. The report was finally approved on 25 May 2000 together with the Project Recovery and Realignment Plan.

On 27 June 2000, a comprehensive Conceptual Design Report containing the HRMIS to-be design concept was completed. After conducting a gap analysis, the consultants submitted a detailed design report to the Government. The report contained all aspects of Human Resource Management-To-be, including human resource process f low, roles and responsibilities which had been reviewed. It took into account existing workflow processes, the vision and objectives of public service human resource, best practices, the vision and objectives of the HRMIS and KPIs. The report also recommended changes and action to be taken to ensure the success of the process-to-be. Finally, the consultants submitted a bIP Implementation Planning Report which outlined all aspects of implementation of the HRMIS, success factors and implementation strategies to be taken. It also contained a framework plan for implementation planning and performance measurement.

34

The milestones of the bIP phase are shown in Figure 9.

Figure 9: Milestone Schedule of the BIP Phase PAT

The bIP study enhanced understanding of current human resource management requirements and the necessary improvements in the future. At the same time, it enabled the Government to determine the benchmark of human resource management based on both best practices as well as top international organisation. Results from the bIP study also helped determine the strategic direction of human resource management based on the following vision: • Public sector leaders will be recognised as benchmarkers in the international

arena; • life-long learning to acquire knowledge and skills; • Employees who are well-informed, skilled, proactive, credible and effective; • Use of appropriate technology to increase productivity; • Transparency; • Customer-orientation; and • Strategic alliance.

based on the new perspective of human resource management mentioned above, the bIP study was used to determine a system design that linked vision and organisational behaviour. The features of a system design that took into account human resource management improvement are shown in Figure 10.

BIP Plan As-Is Report Concept DesignProcess-To-Be

DesignImplementation

Plan

The BIP Plan was approved

on 2 September 1999

The As-Is Report was approved on

25 May 2000

The Concept Design Report

was approved on 27 June 2000

The Detailed Design Report was approved

on 5 September 2000

The Implementation

Plan was approved on 9 October 2000

35

Figure 10: System Design Feature with Human Resource Management Improvement Consideration

The bIP phase is important in the development of HRMIS application as it determine the direction and design of the application system that to be developed. The HRMIS framework is described in Figure 11.

Figure 11: HRMIS Framework

BEHAvIOUR

Focus on the customer

Innovation

Continuous improvement

Performance-oriented

Teamwork

Caring

Professional

DESIGN FEATURES

Customer-oriented

Continuous improvement

Performance management

Learning organisation

Competency-based

vISION

Leader

Knowledge workers

Technology-enabled

Transparency

Continuous improvement

Customer-oriented

Smart partnership

2. HRMIS Technical Architecture

Technical architecture is the technical guidelines for the development and installation of the HRMIS. It includes the application system and data centre development to support the implementation of HRMIS. The HRMIS Technical Architecture Concept includes:

INPUT TO DETAILED DESIGN

‘As-Is’ Assessment Report

Best Practice (Research)

HRMIS Objectives Strategy Articulation (visioning workshop)

STRATEGIC DIRECTION KEY OUTPUT

HR visionHR Strategic DirectionKey Design Principles

Process ElementsFunctional ElementsInformation Elements

Key Performance IndicatorsHR Roles and ResponsibilitiesHR OrganisationHR Competencies

OPERATING MODEL

SUPPORT INFRASTRUCTURE

vision

Mission

Strategy

Process

Business RulesInformation

Organisation & People

Management Process

Technology

Functional

36

• Microsoft Distributed Internet Architecture; • N-tier Architecture; • Online Transaction Processing Information Flow; • Online Analytical Processing Information Flow Enterprise Database Architecture;

and • Infrastructure Architecture.

The Government approved the concept on 27 October 2000. Following the approval of the Systems Development - Architecture Report on 19 July 2001, the fully completed technical architecture report was adopted. The main features of the technical architecture design are shown in Figure 12.

Figure 12: HRMIS Technical Architecture

EG* NET

Firewall C 11

Primary DNS

Secondary DNS

web Publishing

Government Directory

SQL reporting

vLAN A

vLAN B

web Server 5

wEB Server

Firewall C2

wEB Server

web Server 4

web Server 1

web Server 2

web Server 3

Integration

Reporting Server

Reporting Database ServerSystem Management Server

Domain Controller

MOM ControllerBackup

Controller

Fibre ConnectionBMC 01

Tape Library

MOM Monitoring

EIS/DSS

EIS/DSS

KnowledgeBase(Appl)

KnowledgeBase(DB)KnowledgeBase(web)

Staging Data Conversion

Production Environment

Business Continuity Facility Environment

Staging Production

Enterprise Management

vLAN C

Database 1 Database 2

Database server

BMC 02

37

The main features of the proposed technical design underwent a series of discussions with the Government HRMIS Project Team before they were accepted. This is to ensure that the technical infrastructure of HRMIS would be able to support a world-class system as described in the HR To-be Detailed Design Report. The rationale to this is that HRMIS would be the only public sector human resource management system to be used throughout the country with users numbering over one million in 720 agencies. This gives an idea of the high access volume at any one time when human resource processes are fully operated online.

3. HRMIS Application System Development

The development of HRMIS application system started when the HR To-be Detailed Design under the bIP study was approved. The HRMIS system development included three main aspects: application system development, integration and data conversion. In total, there were seven system development plans where the main deliveries, development schedule, required resources, transfer of technology, risks and resolution methodologies were described. The detail description of the application system development activities were as in the following seven documentation plans: • Application Development Plan; • Knowledge base Plan; • Web Publishing Plan;PAT • Integration Plan; • Data Conversion Plan; • Executive Information System/Decision Support System Plan; and • HR Data Dictionary Plan.

The HRMIS development utilised the RUP approach and methodology which had six core workflows as shown in Figure 13.

38

Figure 13: RUP Development System Methodology

The six workflows using the RUP methodology are described in Schedule 4.

Schedule 4: Development Process Workflow of RUP-Based System

Core Workflow Objectivesbusiness Modelling

• To understand the current structure and dynamics of the organisation;

• To ensure that the customer, user and developer have a similar understanding of the organisation; and

• To identify the needs of current information technology systems that support human resource functions within the organisation.

Requirement Identification

• To obtain agreement of customers and users on what needs to be implemented by the system;

• To provide the developer a better understanding of the requirements of the system;

• To identify the extent and limits of the system;• To provide a basis for planning the scope of work for system

development cycles; and• To describe the user-interface for the ‘To-be’ system.

Analysis & Design

Implem

entation Testing

Req

uirem

ent I

dent

ifica

tion

Planning EvaluationBusiness modelling

Early PlanningTransfer

Environmental Management

Configuration Management

39

Core Workflow ObjectivesAnalysis and Design

• To convert customer and user needs into the system design; in the context of HRMIS, it is the ‘To-be’ design;

• To chart the development progress of the system; and• To ensure that the design corresponds to the execution

environment.Programming • To describe the organisation of the programme code;

• To develop programmes/components for the HRMIS module;

• To test the programme/component being developed, also known as unit testing;

• To integrate programmes developed by the programmer separately in a working system;

• To verify interaction between programmes and modules; and

• To ver i fy the proper in tegra t ion of a l l sof tware components.

Testing • To verify interaction between programmes and modules;• To ver i fy the proper in tegra t ion of a l l sof tware

components;• To verify all requirements have been implemented correctly;

and• To ensure deficiencies/errors have been corrected before

arraying software entry.Implementation • To publish the product, and carry out product installation.

• Requirement Identification

System development activities began with the determination and verification of User Requirements. This process was done by translating all human resource functions and processes agreed in the Human Resource Management To-be Detailed Design document. It is according to the module in the form of detail user requirements as documented in the User Requirement Report. Each user requirements document delivery was reviewed and agreed upon before it could be used as reference for analysis and design of the system. In the context of HRMIS, the User Requirement Report document for all modules and sub-modules underwent a review and verification process by the Government team before adoption.

Analysis & Design

Implem

entation Testing

Req

uirem

ent I

dent

ifica

tion

Planning EvaluationBusiness modelling

Early PlanningTransfer

Environmental Management

Configuration Management

40

• Key Principles ofHRMISDesign

The HRMIS application is based on 11 key design principles: • Self-service; • Flexibility in human resource movement; • Customer-orientation; • Standards; • Facility to obtain information; • Decentralised human resource processes; • Role of strategic human resources; • Continuous improvement; • Driven by technology; • Process effectiveness; and • Competency.

According to the original HRMIS Agreement Contract, the HRMIS application system development delivery is divided into two, comprising management function and operational function. However, separating the two functions in the development of a module is more difficult than in the overall development of a module that contains both these functions. Taking this into consideration, the Government agreed that the delivery structure and modules development approach be amended to a package-based delivery where a comprehensive module delivery includes both these functions. This change has required amendments to the HRMIS Agreement Contract.

To ensure the developed system quality level remain under control, and that maintenance can be done with ease in the future, standards to be abided by programmers and system analysts were introduced to ensure consistency of application system development, namely: • Documentation Standard as a guideline for the preparation of project documents,

which is inclusive of system development document, such as User Requirement Report, Analysis and Design Report, Human Resource Data Dictionary, Module Implementation Plan and Module Implementation Report;

• User Interface Standard as a guideline for developers to design clear screens from modules, functions, processes and HRMIS images;

• Manual Standard as a guideline in developing manual documents;

41

• Coding Standard as a guideline for the programmer in developing programmes;

• Naming Standard as a guideline in setting names such as filenames and data elements used in programming; and

• Requirement Standard, which outlines the content and format of the user requirement report documents.

The Developer’s Handbook, which collects all the standards in a single document, was also issued for reference by system developers.

• DatabaseDevelopment

Enterprise Database Architecture, which consists of three main components, was adopted to support information gathering and the public sector human resource business transaction. The Online Transaction Processing (OlTP) component, which consists of a data enterprise collection centre, supports the human resource business operations. The Online Analytical Processing (OlAP), which consists of data marts and data warehouses, supports business intelligence. The Operational Data Store (ODS) component consists of infinite universal data repository that supports data management, data quality assurance and data production, either transmitted to other systems or received from other sources. The relationship between the three components is shown in Figure 14.

Figure 14: Enterprise Database Architecture

OLTP Data Support Operation OLTP Data produce intelligents

Functionally Independent

Enterprise Data Base

Application Data Base

Data Warehouse

Data Marts

3rd Party Data Archive

Operational Data Store

ENTERPRISEDATA MANAGEMENT

External Feeds

Dimensional Data

Dimensional DataFunctionally Dependent Data

Value Added Data Variable Data

LinkedFeed

Feed

Feed Feed Extract

Load

Load

42

Since the HRMIS implementation, its database engine has undergone changes in line with technological changes from SQl Server 7.0 to Microsoft SQl Server 2000, then followed by Microsoft SQl 2003, as in line with changes in the operating software from Windows NT to Windows 2000, then Windows 2003. The technology change is shown in Figure 15, with a comparison of operating software shown in Schedule 5.

Figure 15: Operating Systems and Database Engines Technological Changes

• DataConversion

Data Conversion Tools (DC Tools) is part of the HRMIS system development activities. It was developed to facilitate and expedite the updating of data in the HRMIS database through the conversion of existing digital data in any legacy system into the HRMIS application. DC Tools contain a collection of computer programmes for digital data reading from a specified format or legacy database system of an agency, which converts data automatically from the database of a legacy system into the HRMIS database.

2002-2005 2005-2007 2007-2009 (Now)

Database Engine Software

SQL Server 6.0 / SQL Server 6.5 /SQL Server 7.0

MIcrosift SQLServer 2000

MIcrosift SQLServer 2005

43

Schedule 5: Technology Changes of Operating Software

Software Version: Windows NT 4.0Release Date: 29 July 1996Hardware: Workstation, server, server enterprise edition, terminal server, embeddedDatabase Engine: SQl Server 6.0 / SQl Server 6.5 / SQl Server 7.0Server Specifications: CPU - 386, 25 MHz, RAM - 8 Mb, Free disk space - 90 Mb

Software Version: Windows 2000Release Date: 17 February 2000Hardware: Professional, server, advanced server, data centre serverDatabase Engine: Microsoft SQl Server 2000Server Specifications: CPU (Processor) - Dual Core Itanium 2 - 64-bit processor, RAM - 16Gb (4 x 4 Gb) standard memory, 2 physical processors

Software Version: Windows 2003Release Date: 24 April 2003Hardware: Standard, enterprise, data centre, web, storage, small business server, compute clusterDatabase Engine: Microsoft SQl Server 2005Server Specifications: CPU (Processor) - Dual Core Itanium 2 - 64-bit processor, RAM - 16Gb (4 x 4 Gb) standard memory, 8 physical processors, attached storage EMC

Data Conversion activities using DC Tools were implemented in 2001 through the preparation activity of HRMIS base data on ten pilot agencies. The development of DC Tools started in 2000, with the latest version being DC Tools V3.3. Improvement of the DC Tools is consistent with Data Conversion strategies. The Data Conversion strategy is illustrated in Figure 16.

44

The principal activities of Data Conversion using DC Tools are: • HRMIS base data entry (bU-bA-AP), which consists of organisational activity

(bA), organisational unit (bU), actual position (AP) and competency owners. This activity allows an officer to login into HRMIS using the identity card number as identification;

• Conversion of Department Personnel Management System (SISPEN) and Personnel Information System (SISMAP) into the HRMIS database;

• Conversion of remuneration information from the Accountant General’s Department (AG), which contains payroll information of competency owners such as salary grade, salary points, salary number, basic salary, allowances and salary deductions for the implementation of Salary and Remuneration Management Module in the HRMIS database;

• Conversion of Annual Performance Evaluation Report scores; • Conversion of personal information, service profile and service history from

the common system in the PSD; and • Entry of 13 items of basic information of officers from the National Registration

Department (NRD) into the HRMIS database.

The HRMIS Data Conversion procedure encompasses the following: • Developing a conversion programme in the DC Tools based on the legacy system

to be converted;

Figure 16: Data Conversion Strategy

FORMAT:• Excel• Clarion• Oracle• Others

Build Basic Data(BU/BA/AP)

(Excel Format)NRD SISMAP

(Oracle)SISPEN(Clarion)

Legacy System

LEvEL 1

SQL

1a

1b 4

7652c1b

2b 3

SQL

Pre-HRMIS

Information updates/ verification from NRD

Information updates from SISMAP/

SISPEN/ Legacy System

based on IC number in HRMIS

ESTABLISHMENTINTEGRATION

ENGINESISMAP SISPEN HRMIS/AG Format

(Excel Format)

RECORD CHECKING

RECORD COMPLETION

HRMIS

45

• Copying data from legacy systems such as SISMAP, Personnel System (SISJAW), SISPEN, etc.;

• Performing data cleaning on the legacy system, if required; • Implementing the conversion of data into a staging database using DC Tools; • Performing reviews and verification of data in the staging database using DC

Tools to ensure the integrity of the converted data; • Executing and processing data in the staging database into the HRMIS database

using DC Tools; • Generating reports before and after conversion to ensure that data has been

successfully converted; and • Checking the validity of data that has been converted into the HRMIS

database.

• HRMIS Integrationwith Legacy System

The development of integration tools is one of the scopes identified in the development of the HRMIS project. Activities that need to be carried out include: • Conducting a study on the legacy system; • Identifying the f low of information; • Identifying the requirements of information integration; • Recommending the method of integration; • Preparing Data Conversion scripts for integration purpose; • Conducting integration tests; • Carrying out parallel execution; and • Implementing a full integration.

According to the HRMIS Agreement Contract, the systems identified for integration with the HRMIS application include the following: • Payroll System & Planning and budget Control System (eSPKb); • Training System (SIlA); • Pension System (POWER); • Personnel System (SISPEN); • Employment System (SISJAW); • Attendance System (Wbb); • Recognition System (SISRAF); • Housing loan System;

46

• National Registration System; • Royal Malaysian Police (PDRM) Personnel System; • Malaysian Arm Force (ATM) Personnel System; • labour Market Information System (lMIS); • legacy system relating to the Malaysian Public Service Commission; • legacy system relating to the Employees Provident Fund (KWSP); • legacy system relating to Social Security Organisation (PERKESO); • legacy system relating to the Inland Revenue board (lHDN); • legacy system relating to INTAN; and • legacy system relating to public institutes of higher learning (IPTA).

The project was extended to include the development of integrated applications in the agencies identified. Of the 38 legacy systems identified, 17 were dropped, and five other legacy systems were included to make a total of 26 interface integrated applications to be developed to establish an information sharing mechanism between HRMIS and legacy systems. This allows the human resource processes and transactions involving both applications to be continued and completed. The list of legacy systems that require integration with HRMIS is shown in Schedule 6.

The HRMIS integrated interface development with legacy systems of agencies began on 7 April 2004. The integration implementation schedule is shown in Figure 17.

Figure 17: Implementation of HRMIS Integration with Legacy System Schedule

12 April 1999 7 April 2004 6 October 2004 30 May 2005

HRMIS Project Starts

Integration Project Starts

Expected completion of Integration Project

Completion of Integration Project

47

Schedule 6: List of Legacy Systems

Agency SystemPSD Training Information System (TIS)1.

Pension Online Workflow Environment2. System (POWER)INTAN Training Information & Management System3. (i-TIMS)

Selangor State Development Corporation

Payroll System4. loan System5.

Kuala lumpur City Hall (DbKl)

SAP (Financial Information System)6. Examination and Induction Management System 7. (EIMS)

Majlis Amanah Rakyat (MARA)

Vehicle Financing System8. Vehicle loan System9. Computer Financing System10. Computer loan System11. Home Financing System12. Housing loan System13. Second Property Financing System14. Staff Advance System15. Payroll and Personnel System16.

Ministry of Health Total Hospital Information System17. (THIS) – Selayang HospitalTotal Hospital Information System18. (THIS) – Putrajaya Hospital

Department of Sarawak Chief Minister (JKMNS)

Payroll System19. State Integrated Financial, budgetary and Accounting 20. System (SIFbAS)

Public Service Commission

Ongoing Recruitment System (SMSM)21. Service, Promotion, Disciplinary Monitoring22. (SPDM)

48

Agency SystemHousing loan Division/Treasury

Housing loan System (SPP)23.

Accountant General’s Department

EG-AG Project. Planning and budget Control System 24. (eSPKb)

National Registration Department

National Population Record Information System 25. (SIREN)

The HRMIS Integration Development with legacy systems is based on the Cross Flagship Integration (CFI) framework developed by the Multimedia Development Corporation (MDC). It fulfils the standards and specifications for data integration such as the guidelines set forth in the Malaysian Government Interoperability Framework (MyGIF) documents issued by MAMPU. The HRMIS integration infrastructure with legacy systems that was developed is shown in Figure 18.

Figure 18: HRMIS Integration with Legacy System Infrastructure

49

• HRMISReportingFacility

The HRMIS provides four types of reporting facilities to help the user manage human resource information such as operational reports, statistical reports, SQl reporting and Executive Information System (EIS) and Decision Support System (DSS). Operational report is available in each module to monitor the status of the transaction process of human resource management. Statistical report consists of 52 types of reports which are commonly used by human resource managers and senior management for decision-making activities on human resource management policies. For example, statistical reports on personnel according to scheme, grade and agency. The format for both types of reports is fixed during the user requirement study.

Executive Information System and Decision Support System

The EIS and DSS are the most powerful modules or business intelligence which provide facilities for the extraction of human resource information stored in the HRMIS database. The EIS allows the dynamic extraction of information according to the perspective of the user, fast and at any time. Information can be released from the macro level statistical report, and then further refined to micro level statistics, right to the specific record specifically through the drill down facilities provided. The HRMIS DSS, on the other hand, provides facilities to make ‘what if analysis’ to assist the decision-making process. It also allows the user to monitor the status of human resource management perspective, whether it is in the green (control), yellow (standby) or red (requires immediate action) through the ‘dashboard’ display provided.

To meet the information needs on public sector human resource, a total of 1412 measurements with 302 dimensions or information perspectives have been developed involving 71 cubes, technically referred as the multi-dimensional database. With this facility, the management of agencies will no longer face problems in obtaining human resource information whenever it is required. It does not only helps human resource managers in effective decision-making, but also enables action to be taken immediately.

To expand the use of the EIS/DSS sub-module at the agency level, the HRMIS warehousing data model as shown in Figure 19 was adopted.

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Figure 19: HRMIS Data Warehousing Model

SQL Reporting

Although the HRMIS information facility has been provided in various forms as described, there is potential that an agency require other information or similar information specific to a particular need. To complement the HRMIS generated human resource information, another facility called the Microsoft SQl Reporting has been provided. Through this facility, human resource transaction data from the HRMIS database will be drawn into a special server on a regular basis. Users who need information will be able to access the SQl server and use the SQl commands to extract the required information. Microsoft SQl Reporting uses the SQl Server Reporting Services (SSRS) technology to develop, generate and manage reports through a web interface. The main objectives of Microsoft SQl Reporting include the following: • To provide a facility for agencies to prepare and develop regular and ad-hoc

reports, as and when required by the agency; • To facilitate and expedite the issue of periodic and ad-hoc reports based on

information in HRMIS; • To reduce agency dependency on PSD in the preparation and generation of

HRMIS reports; and • To facilitate the agency as the data owner and PSD as the central agency in

managing reports developed and generated by each agency.

OLAP INFORMATION SYSTEM

HRMISDATA wAREHOUSE

TRANSACTIONALDATA

ESTABLISHMENTDATA

PERSONALDATA

AGENCY 1DATA ANALYSIS

AGENCY 2DATA ANALYSIS

AGENCY nDATA ANALYSIS

AGENCY 1DATA ANALYSIS

AGENCY 2DATA ANALYSIS

AGENCY nDATA ANALYSIS

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The main features of Microsoft SQl Reporting in terms of report development include: • Microsoft SQl Server enables Government agencies to design and develop

reports according to their needs and requirements without having to depend on PSD or on existing HRMIS reports;

• SQl Server Reporting Services (SSRS) allows agencies to manage reports developed through the web interface, which can be accessed from anywhere using an internet browser such as the Internet Explorer; and

• A report that is currently being developed can be stored locally in the user’s computer until it is completed, and then stored in the Microsoft SQl Reporting Server to be shared with other users.

In terms of report management, the Microsoft SQl Reporting has the following features:a. Ability to manage reports and other related matters such as folders, access to data

resources and report environment. SQl Server Management Reporting covers the following:

• Managing the environment by creating folders for storing the collection of relevant reports;

• Managing report history, incoming and outgoing reports via e-mail; • Security access of reports and folders through valid user and group registration;

and • Enabling data resources to be shared for the development and preparation of

reports.b. Reports that have been developed are easily managed using the web-based Report

Manager interface.c. Report Generation • Users will be able to access developed reports at any time using a web

interface; • Generated reports can be displayed visually or exported into other formats such

as Microsoft Office (Word, Excel), Portable Document Format (PDF), CSV, XMl and TIFF; and

• Users will be able to obtain detailed data from built-in data resources.d. Integration with various data sources is possible as Microsoft SQl Reporting supports

a variety of data sources such as Microsoft SQl Server, Oracle, Db2 and SAP.

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• HRMISQuality andApplication SystemAcceptance Process

Quality is an aspect that was given emphasise in the development of the HRMIS project. The main delivery of the project, which was the HRMIS application system, was given special attention in terms of quality. The Government made no compromise with consultants to ensure that the HRMIS application passed strict and effective quality processes so that its implementation across 720 public sector agencies would run smoothly. Hence, each module developed by the consultants had to undergo two acceptance processes, namely the provisional acceptance and final acceptance, before its handover to the Government. Prior to the handover of the HRMIS modules and sub-modules to the Government, the consultants had to carry out product verification through the following tests:

• Unit/Module Test – Testing of modules to be handed over• Integration Test – Integration test among HRMIS modules• Stress Test – System endurance test on high volume of data and users

Once these tests had been carried out, the system application was handed over to the Government to undergo a Provisional Acceptance Test (PAT). This process was conducted based on the following project documents:

• HRMIS Agreement Contract;• To-be Process Detailed Design Report;• Requirement Report;• Analysis and Design Report;• Test Plan;• Product Verification Report;• Procedure and Test Script; and• Developer’s Handbook

If the test results indicated failure to abide with the specifications, then the provisional acceptance test would be repeated up to three times. For each module that passed the acceptance tests and approved, the Government would issue a temporary certificate of acceptance. The average number of tests performed on the HRMIS modules was two times only.

The Final Acceptance Test (FAT) was a process of final testing carried out by the Government to determine whether to accept or reject the HRMIS application system. The

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Final Acceptance Certificate was issued only after all FAT requirements of the HRMIS application system, as set forth in the Plan, were approved. The FAT included tests on the system software, application software and hardware configured according to approved technical architecture.

before FAT could proceed, the following conditions had to be fulfilled:• Issue of the PAT Certificate by the Government for all HRMIS application

modules; and• Receipt of a written notice from the consultants to declare the readiness of

the HRMIS Project to undergo FAT.

The aim of FAT was to test the entire HRMIS application involving all operational and management functions to ensure that HRMIS met the standards as specified in the HRMIS Agreement Contract.

Additionally, FAT was also to assess the ability of application modules integration to operate smoothly, including its security and workflow.

Five types of tests were conducted under FAT:1. Functional Test – This test involved an assessment of the HRMIS application

module functions, whether they fulfilled all the prescribed human resource management processes of public services or not;

2. Compliance Test – This test covered the Users’ Interface Compliance Test, Security/Access Control Test, Static Test and Unit Test;

3. Configuration Test – This test covered the Recovery Test, Configuration Test, Installation Test and Structural Test;

4. Integration Test – This test covered the System Test, business Cycle Test, Interface/Integration Test and Data & Database Integrity Test; and

5. Stress Test – This test covered the Performance Test, load Test, Volume Test and Stress Test.

• Public SectorHumanResourceDataDictionary

A Public Sector Data Dictionary Committee consisting of agency information technology senior management was established on 6 August 1999. It is chaired by the Deputy Director-

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General (ICT) of MAMPU and is responsible for the implementation and development of Government data dictionary. The committee is also responsible for both the Government’s IT Committee and Internet Committee (JITIK).

For the formation of the Public Sector Data Dictionary, two categories of data were identified: generic data and application specific data. Generic data is public data that is commonly used in all applications, such as name, identity card number, age and address as well as basic information of the organisation, for example the ministry and department. Application specific data is specific data related to a business application. Some examples of application specific data include:• Human resource management data;• Project management data;• Accounting and financial data;• Trade and industry data;• Procurement and asset management data;• Health data; and• Education data

PSD, as the public sector human resource manager, is responsible for managing the development of the Public Sector Human Resource Data Dictionary (HRDD), which contains data names, description, size and other information related to the use of human resource management data elements. The HRDD document will be the standard for public sector human resource management data definition in the development of an integrated e-Government system. The benefits of the development of the data dictionary include: • Facilitates data exchange among Government agencies;• Supports the intermediate interface between different application systems that are

available in Government agencies;• Allows users to communicate with each other using the same definition and elements;

and• Provides a basis for implementing standard documentation.

In the context of HRMIS, the HRDD document for each module developed was part of the delivery by the consultants.

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• SystemDevelopmentDocuments

The development of the application system was based on the bIP study, where the requirements starts from the operational process vision report (OPVR) to the human resource management to-be conceptual design report and subsequently the human resource management to-be detailed design report. The f low of the system development documents is shown in Figure 20.

Figure 20: System Development Documentation Flow

The documentation for the application system development was divided into three categories, namely plans, standards and modules documentation as shown in Figure 21.

Figure 21: Module Plans and Documentation Standard

SYSTEM DEVELOPMENT PLAN

APPLICATION DEVELOPMENT PLAN EIS/DSS PLAN

STANDARD

MODULE/PACKAGE DOCUMENT

ENVIRONMENTSTANDARD

UISTANDARD

CODINGSTANDARD

KNOWLEDGE BASE PLAN

DEVELOPERS’SHANBOOK

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In total, the number of HRMIS application modules document is 175, of which 17 documents are for package 1, 28 documents for package 2, 32 documents for package 3 and 152 documents for package 4, as shown in Figure 22.

Figure 22: Module/Package Document

Package details: Package 1: Establishment Data (ED), Personal Record Management (PRM), Asset

Declaration (AD), Web Publishing (WP) Package 2: Resourcing (RS), Performance Management (PM), Competency

Assessment (CA), Career Management (CM), Government Directory (GD) Package 3: Development (DEV), Employee Communication and behavioural

Management (ECDM), Separation (SEP), Knowledge base (Kb) Package 4: Remuneration, benefit and Reward (RbR), Strategy Formulation and

Review (SFR), Security and Workflow (SEC/WF), Executive Information System/Decision Support System (EIS/DSS)

USER REQUIREMENT REPORTPACKAGE

MODULE

ANALYSIS & DESIGN REPORT

HRDD REPORT

DEPLOYMENT PLAN

ANALYSIS & DESIGN REPORT

ONLINE USER REFERENCE (OLUR)

OPERATIONAL REPORT

IMPLEMENTATION REPORT

SYSTEM MANUAL

OPERATIONS MANUAL

* Module / Sub-module

* Package 1: ED, PRM, AD, WPPackage 2: RS, PM, CA, CM, GDPackage 3: DEV, ECBM, SEP, KBPackage 4: RBR, SFR, SEC/WF, EIS/DSS

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4. Installation Management

Installation Management (IM) is a component in the HRMIS project that manage and carry out HRMIS hardware installation at the specified site according to schedule. The Installation Management team aware of and comprehend the fact that all related activities needed to be undertaken without delay. The installation of HRMIS hardware for the ten pilot agencies completed in 24 months.

• DataCentreDevelopment

The HRMIS Data Centre Development is the major delivery in Installation Management. The PSD data centre is the HRMIS access centre for all public sector agencies. Overall, the HRMIS Data Centre has five web servers, three communication servers and two database servers. This is inclusive of two servers for the Executive Information System (EIS) module and three servers for the Knowledge base (PRISMA) module. At the same time, this facility is replicated by way of mirroring to the server and business continuity facilities (bCF) storage to ensure HRMIS is accessible and not disrupted despite problems occur at the PSD Data Centre.

• Equipment InstallationManagement

Its main objective is to manage and implement the HRMIS equipment installation at the specified location in a smooth, orderly and timely manner. The HRMIS project had to be extended to all locations as stipulated in the agreement. This was to ensure a comprehensive solution to enable the Government implement human resource management applications.

The scope of the IM involved delivering, installation, testing and commissioning of equipment, software and support equipment at the data centre and ten pilot agencies. The distribution of equipment comprising 37 servers and 658 computers took 24 months to complete, involving 300 locations at all ten pilot agencies, development centre and PSD data centre.

location type: The IM team identified the composition of equipment and agency population. This composition was then classified according to the different equipment compositions required. This classification helped the team to plan for the HRMIS implementation.

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Communication: Effective communication is critical in ensuring the success of IM. Many parties were involved in the overall installation implementation such as the Government, consultants, department representatives, vendors and service providers. The IM team communicated through meetings, discussions, letters, faxes and e-mail to facilitate the installation activities.

Zone: The widespread locations has posed a great challenge to the IM team. To ease the installation problem, the team divided the area into six zones, namely Central (Selangor and Kuala lumpur), Northern (Penang, Kedah, Perlis and Perak), Southern (Negeri Sembilan, Melaka and Johor), Eastern (Pahang, Terengganu and Kelantan); Sabah and labuan; and Sarawak.

The IM has used the PRINCE methodology to deliver computer hardware to the pilot agencies. Through this methodology, the installation management was divided into a number of programmes using work breakdown structure (WbS). Several challenges were identified and divided into five main areas, namely technical, delivery and installation of equipment, geographic location, timeliness, and team mobilisation as shown in Schedule 7.

Schedule 7: Installation Management Challenges

Item Challenge StrategyTechnical aspects Microsoft software expert

knowledge and Intel environment is needed during installation activities and technical solutions.

Personnel were equipped with relevant knowledge through training provided by suppliers such as HP, 3COM and Microsoft. Knowledge was also gained during installation at the site.

Delivery Too many locations at more than 300 places and in remote areas posed a great challenge to the management of transport and delivery, especially in Sabah and Sarawak.

Use of the “just in time (JIT)” concept to deliver equipment together with the presence of installation officers to avoid repeated journeys.

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Item Challenge StrategyGeographical location

As locations geographically scattered throughout the country management of resources and time are needed.

Installation locations were divided according to the predetermined six zones. As such, resources were managed efficiently, which made it possible to create contingency plans in the event of failure.

Timeliness Failure to deliver at a particular location affects delivery on another location.

Planned to allocate sufficient time to enable critical activities be implemented according to schedule.

Team mobilisation

Scattered installation locations over a wide area made the planning and team travelling and accommodation management extremely challenging.

The IM team needed to ensure that travel and accommodation were managed efficiently and effectively. This has minimised the time interval between locations. Use of office transport was given top priority. Public transport and vehicle rentals were used when necessary.

The consultants and suppliers such as Hewlett Packard, Microsoft and 3Com carried out TOT activities by providing formal and hands-on training during site installation to the Government team.

Figure 23 shows the installation process f low identified before, during and after installation.

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Figure 23: Installation Activity Flow Chart

START

Pre-Installation Plan

Location Study

System Configuration

Domain and IP Address Planning

Integration and Conversion Plan

User Training

Preparation of Location

Installation Documentation

Pre-Installation Check

Preparation for PA Test

Preparation for FA 1 Test

Preparation for PA Test Kit

Delivery, Logistics and Accommodation

Bill of Materials• Location Schedule• Installation Manual• User Manual• Acceptance Test Procedure• Delivery Checklist•

1

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Actual Installation Flow Chart

Equipment Delivery and Acceptance

Server Installation

Network Installation

PC Installation

Equipment Installation

Data Conversion Script

HRMIS Application Test

System Familiarisation

Pass

Fail

Installation Solutions and Repairs

Integration Test

2

1

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• ChangeManagement

The HRMIS project implementation has led to new work culture among public service employees, especially in how to think and to perform daily tasks. The HRMIS has brought changes to processes, organisations and technology in the management of existing public sector human resource.

Studies have shown that the change process faces numerous obstacles if not handled properly. The HRMIS Change Management Team took initial steps to facilitate the impending process of change. Among the activities implemented included studies on benefit realisation, transition management, user forum, bulletins and news leaflets. The change management model that was adopted in the implementation of HRMIS is shown in Figure 24.

Post-Installation Flow Chart

NO

Installation of Related Module

End

2

Provisional Acceptance Test

All Modules Installed?

Final Acceptance Test

HRMIS handover

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AB

C

D

D

D

A

A

B

B

C

C

A – AwarenessB – Buy-InC – CommitmentD – Delivering

Design: BIP• New approach• New processes• New procedure• New regulations

Implementation: Planning• New role• New structure• New expectation

Implementation: Roll-out• New targets• New performance measurement• New culture• New values

RESULT

Change is an iterative process with recurring levels of acceptance

Figure 24: ABCD Model in Change Management

Three main roles that are able to determine the success of HRMIS project were identified. They were the change leader, change ambassador and change agent, all of which were closely linked to ensure the possible implementation of change. The role of the change leader includes: • Monitoring the HRMIS project, including all expected changes; • Ensuring that proposed changes were implemented properly and in accordance

with the objectives of HRMIS project; • Overcoming obstacles in the process of change; and • Resolving major issues and making strategic decisions.

The role of the change ambassador includes: • Acting as an intermediary for the HRMIS Change Team in order to implement

change programmes at their respective agencies; • Providing feedback and input on the needs and environment of each agency

to the HRMIS Change Team so that change programmes could be adapted according to the agency, if necessary;

• Assisting the HRMIS Change Team to conduct a number of change programmes such as communication, benefit Realisation Plan and Transition Management Plan;

• Assisting the HRMIS Change Team to monitor the progress and effectiveness of change undergone by each of the agencies; and

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• Cooperating with the HRMIS Change Team to adapt or ref ine change programmes.

The role of the change agent includes: • Supporting and contributing to the success of HRMIS project; and • Providing charge ambassador with the information relating to the project.

Change management activities had to be integrated with activities relating to the development and implementation of HRMIS. basically, the relationship can be depicted as in Figure 25.

Figure 25: Change Management and Related Activities

This relationship is critical as all the activities were inter-linked. The output from the other activities became the main input to the change management activity. As an example, the HR Operational Process Visioning Report produced by the bIP team will be the main input to the change management team for the communication network development between PSD and users at agency.

Figure 26 describes the framework for the development and implementation of change management to ensure that stakeholders move away from the current work environment to the HRMIS environment, especially to maximise the benefits gained from the HRMIS

ProjectMobilisation

SystemDevelopment

InstallationManagement

Operations& Support

Charge Management/Training

Project Management

BIP

QA QA QA QA

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application. The main focus of change management is to develop the appropriate mechanism to allow change to the environment of the future.

Figure 26: Change Management Framework

• EG Vision• HRMIS Objectives

Individual Transition

Future environment

Current circumstance

Organisational Transition

Change Management is a process – strategies and activities which support organisational and individual change from the current environment to the future environment.

• Organisational Transition

Organisational transition includes changes in the organisational structure, processes, systems and technology that are needed to support the business vision and strategies of organisation. Organisational transition is the foundation of the entire transition process. In other words, organisational transition provides the hardware to change programmes, while individual transition provides the software.

• Individual Transition

Individual transition encompasses changes in behaviour, skills and attitudes, which are also important elements for the change in strategy and organisational structure. This change will determine the success of any other efforts made. As such, individual transition is a psychological process that a person has to undergo, particularly when switching to a new working environment. Individual transition requires planning and unique actions to ensure that it corresponds with the transition of the organisation.

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• Current Circumstance

The current situation involves the analysis of organisation for an understanding of the existing environment. At this stage, several things need to be reviewed, including: • Change initiatives undertaken in the past and the experience learned from it; • Obstacles to change; • Enablers to assist the process of change; • Current set of skills; • Communication structure and system; • Impact of change on stakeholders; and • Existing performance measurement.

• Future

The future is defined as the organisation’s vision, direction and objectives to be achieved. The vision to-be represents an idea of what the organisation would be like in the future and the personnel it would require. Vision should provide an avenue for enhancing motivation to bring change to the current organisation. It has a focus that can be identified by every employee.

The organisation’s vision should include value added components to the stakeholders and focus on the strategic interest of the organisation.

The main strategies to enable change in the new environment were as follows: • Communication: To develop effective communication programmes to notify

and to obtain feedback from stakeholders involved in the implementation of the HRMIS;

• Restructuring of organisation and assignments: To identify and design the organisational human resource structure, functions, roles and responsibilities to enable the public sector to maximise benefits from the utilisation of HRMIS;

• Education and training: To equip users with the skills and knowledge required to understand, use and maintain HRMIS;

• benefit realisation: To identify the benefits that can be realised from the use of HRMIS for the purpose of monitoring and performance measurement of HRMIS implementation; and

• Technologies that can be used: Facilities to design and develop user-friendly, simple, motivational and ergonomically friendly system by the project development team to ensure acceptance and increased use of HRMIS.

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• Training and Education

based on research and the experience of various private companies and Government agencies around the world, a number of factors can affect the successful implementation of a system within an organisation. Among the most important factors are user readiness, particularly attitude, knowledge and skills, in order to use the system. In other words, a user may not be ready or able to a system effectively unless he has the required knowledge and skills.

Similarly in HRMIS, users may not be able to use HRMIS fully unless they have the right attitude, knowledge and skills. Hence, in order to provide the opportunity to HRMIS users to gain the necessary knowledge and skills, sufficient training and education must be provided so that they can use HRMIS efficiently, correctly and effectively. The effectiveness factors of training and education are illustrated in Figure 27.

Figure 27: Training and Education Effectiveness Factors

Trainee

Environment

Trainer

Post-training support

Training module

FactorsEffectingTraining

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These five factors are to be given serious attention by top management and all public service personnel to ensure the successful implementation of HRMIS. The necessary measures to be taken were:

• Identifying target groups that require training (trainees) and the aspects they needed to learn to use HRMIS application successfully;

• Planning the curriculum and developing training modules in line with identified needs;

• Managing the necessary facilities and equipment to suit the training modules; • Managing the t raining programme to be conducted and the t rainee

background; • Providing capable HRMIS trainers to conduct training in an efficient and

effective manner to suit the psychology of adults; • Selecting potential trainees suited for the module based on their background,

providing encouragement to the participants, and ensuring that they have the required basic knowledge; and

• Conducting follow-up on trainees who attended the HRMIS training, ensuring that they have the facility to access HRMIS and that they received sufficient support in the event of arising problems.

based on studies conducted, there are six categories of public sector officers requiring training to ensure the successful implementation of HRMIS, namely:

• Senior Management The senior management uses the HRMIS application to obtain information at the

highest level for the purpose of monitoring and obtaining the latest information on human resource.

• Human Resource Administrator The human resource administrator uses the HRMIS application to perform human

resource operational duties such as preparation of human resource documents and reports, administration and keeping records and information.

• Human Resource Manager The human resource manager uses the HRMIS application for management

functions such as planning, monitoring and human resource development.

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• System Administrator The system administrator maintains the roles and workflows of HRMIS modules

and sub-modules. He ensures that the ICT infrastructure in his agency is updated and current.

• Other Divisions Managers Managers use the HRMIS application to manage their subordinates, particularly

for the purpose of performance management.

• Civil Servants Civil servants use the HRMIS application for work-related activities such as

applying for leave, claim and training, and obtaining information on human resource policies and procedures.

• Transfer of Technology

The Transfer of Technology (TOT) Plan was developed based on the Skill Gap Analysis Report and TOT Management Plan which were submitted to and approved by the Government. The plans indicated the critical technologies to be transferred to the Government based on the Degree of Importance (DOI) Analysis.

The affected fields for the transfer of technology include: • Project Management; • business Improvement Process (bIP); • Change Management; • System Development; • Installation Management; • Training and Education; and • Operations and Support.

The objectives of TOT were: • To learn the technology involved in the development of the system; • To obtain the knowledge and experience of human resource management best

practices; • To contribute to the improvement of the local information technology industry;

and • To ensure that the Government has the capabilities and expertise to maintain

the HRMIS application system on a continuous basis.

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The transfer of technology consisted of three main elements, namely technology, education and sustainability. The strategies used for the transfer of technology were as follows:

• Broad-Based Technology Infusion

This strategy involved selection of technology for the development of HRMIS application and setting of the basis for technology transfer, including training needs to ensure that the recipients would be able to learn the technology quickly and effectively. The Skill Gap Analysis was used to determine the technology transfer processes according to the prescribed components as set forth in the EG-HRMIS Project Work breakdown Structure. The degree of importance analysis for technology and competency was then used to set the priority level of training.

• Shared Strategy Policy

The continuous partnership approach was used to promote cooperation. The transfer of technology plan exposed the technology recipient to the actual project work environment, but was not liable for any delay in production. This involvement would give the recipient the technological experience, skills and knowledge required to maintain HRMIS application in the future.

• EducationWorkshop

This was the easiest approach in the implementation of technology transfer. The workshop had to include training and briefings on technologies that had been identified for each project component.

SUMMARY

The project development phase was the most important stage in the implementation of the public sector HRMIS application. There were several major areas of work to be carried out, besides identifying problems and issues that arose throughout the development process of this application.

Monitoring the scope of work saw the need for the Government and consultants to carry out some improvement work based on arising issues and problems during the development process. As a result, the project implementation schedule underwent three amendments before the project was successfully completed.

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Studies and research on organisations that have experienced the change process indicated the likelihood of obstacles in the process if not handled properly. The HRMIS Change Management Team took early measures to facilitate the change process. Three key roles identified in the successful implementation of the HRMIS project comprised change leader, change ambassador and change agent, which were inter-linked to ensure the success of change implementation.

As stipulated in the HRMIS Agreement Contract, the transfer of technology process to the Government for which the responsibility fell on the consultants, occur during the Change Management Phase. Other than that, the training and education as well as installation management were also involved in this phase.

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Chapter 4IMPLEMENTATION EXPANSION PHASE

PHASE 1 PROJECT CLOSURE

The HRMIS was successfully developed on 30 September 2004. before extending its implementation to all public sector agencies, several steps were taken, including the closing of the project development phase which was managed by the consultants. In the HRMIS Project Steering Committee meeting number 1 of 2005 which was held on 27 October 2005, it was decided that the Government Project Team focus on expanding the implementation of HRMIS. The expansion activities to all public sector agencies would therefore be undertaken by the officers involved in the development of the HRMIS project. Hence, the subsequent expansion implementation of HRMIS was no longer managed by the consultants.

1. Letter of Implementation To Pilot Agencies

On 31 May 2005, a letter of implementation was issued to the ten pilot agencies to expand the HRMIS implementation. The letter explained that the Government agreed to implement the HRMIS application in the pilot agencies involved in the development phase before expanding the project to the rest of the agencies throughout the country.

SERVICE CIRCULAR NUMBER 12 OF 2005

Implementation of the project to the rest of the agencies other than the pilot agencies throughout the country was enforced through Service Circular No. 12 of 2005 dated 8 June 2005. The HRMIS Introduction and Implementation Mechanism booklet was included as a guide for the agencies.

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based on the circular, expansion of the implementation of HRMIS to other Government agencies would be carried out in stages, starting with the Ministries and State Secretary Administrations which would in turn be responsible for the implementation of HRMIS across all agencies under their control. Considering that the HRMIS implementation would be carried out in stages, all human resources related transactions using the current methods then would continue concurrently.

PRELIMINARY PREPARATION OF AGENCY

The implement ing agency was required to make the following preliminary preparations: • Provide HRMIS base data such as an updated organisational chart, staffing

according to work place and personnel books; and a list of establishment and its engagement;

• Provide and enhance the local area network (lAN); • Provide access facility to the EG*Net network; • Provide additional computers according to agency needs that meet the specifications

of HRMIS; and • Provide adequate resources in terms of personnel and finance to cover the

cost of HRMIS implementation activities such as training, data collection and updates, enhancement, additional equipment and cost of network charges.

To enable the use of HRMIS application system, the agency had to carry out the following activities: • Appoint a senior officer as the system administrator responsible for providing

access rights according to the role of officers in human resource management processes;

• Complete the values in the look-up table, if required; • Complete the information on officer’s post, designation, organisational unit and

organisational activities; • Determine the workflow according to the role of the officer; • Complete the personal particulars of every officer; • Enter the data in the service profile; • Enter specific transaction data to enable the implementation of a module; and • Create a core group to be trained as trainers at the agency level.

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IMPLEMENTATION MECHANISM

Various committees were established at the Federal, Ministry and State Secretary Administration levels to ensure the smooth implementation at all agencies. The roles and responsibilities of these committees varied according to needs.

At the Federal level, the Steering Committee, with the PSD as its secretariat, responsibles for assessing and determining public sector HRMIS implementation policies. In addition, it monitors the expansion of HRMIS implementation at all public sector agencies, assesses the HRMIS Implementation Progress Reports, the HRMIS Financial Management Reports, and resolves implementation issues.

The Implementation Committee, also with the PSD as its secretariat, assesses and approves guidelines for the HRMIS implementation. It also monitors the expansion of HRMIS implementation at all public sector agencies, implements proposed changes or amendments for the adaptation of functions, organisational structure, procedures, training, culture or mindset and competency requirements, and reports matters that require policy decisions to the HRMIS Steering Committee.

The Working/Monitoring Committee at the Federal level is responsible for monitoring and coordinating the HRMIS implementation and the requirements for hardware, software and connectivity to. This requirement are needed begin implementation of HRMIS at the Ministry and State Secretary Administration levels. It also monitors the HRMIS application operations and coordinates new requirements that involves process improvement and HRMIS application.

The role of the Steering Committee at the Ministry and State Secretary Administration levels is to assess and approve the HRMIS implementation strategies at the Ministry and State Secretary Administrations and the agencies under them. The committee also implements changes for the adaptation of functions, organisational structure, policies/procedures, training, culture/mindset, and competency requirements at the agencies, monitors the HRMIS implementation at the Ministry and State Secretary Administrations and the agencies under them, assesses HRMIS Implementation Progress Reports, and resolves policy matters referred to by the Implementation Committee at the Ministry and State Secretary Administrations.

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The Implementation Committee at the Ministry and State Secretary Administrations responsibles for managing the HRMIS implementation in aspect of determining roles and workflows, infrastructure, system security, integration and installation. In addition, it prepares the HRMIS Implementation Progress Reports for consideration of the Steering Committee at the Ministry and State Secretary Administrations, and reports matters that require policy decisions to the Steering Committee at the Ministry and State Secretary Administrations.

Finally, the Implementation Issue Management Committee at the Federal level responsibles for discussing implementation issues, including access. It is also responsible for discussing proposed solutions to arising issues and recommending solutions to the Implementation Committee.

The implementat ion of the HRMIS is also monitored by the following committees:

• Flagship Coordination Committee (FCC); • Government IT and Internet Committee (JITIK); and • Electronic Government Committee (EGCOM).

ROLES AND RESPONSIBILITIES

1. Public Service Department (PSD)

In expanding HRMIS, the PSD as the public sector human resource manager is responsible at the Federal level for the following matters: • Formulation of policies on the HRMIS implementation; • Planning, monitoring and coordinating the HRMIS implementation; • Coordination of the minimum requirements of hardware, software and connectivity

to begin HRMIS implementation at the Ministry and State Secretary Administrations based on the report on requirements identified by the agency;

• Ensuring smooth operation of the HRMIS application; • Providing technical advisory services such as preparation of base data, data

conversion and integration with legacy systems (if necessary); • Providing level 1 HRMIS Helpdesk services to address HRMIS application

issues;

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• Organising training in the use of HRMIS application; • Ensuring technology transfer activities in the HRMIS implementation were carried

out effectively to enable the Ministry and State Secretary Administrations to continue with HRMIS implementation at their respective agencies; and

• Coordinating human resource management new requirement that involves process improvement and HRMIS applications.

2. Ministry and State Secretary Administration

The Ministry and State Secretary Administrations responsible for the following: • Planning, coordinating and monitoring the HRMIS implementation; • Ensuring all HRMIS base data be verified and updated regularly; • Establishing of the level 0 HRMIS Helpdesk at the Ministry and State Secretary

Administrations in addressing and managing HRMIS implementation issues; • Providing the necessary infrastructure such as site/room facilities, wiring, power

source and network for the HRMIS implementation; • Ensuring all safety aspects of HRMIS complied with standards set by MAMPU

through the MyMIS documentation; • Providing experts to help solve technical problems during the HRMIS

implementation; • Managing the HRMIS application user training; • leading and ensuring the HRMIS implementation at all their respective

agencies.

3. Malaysian Administrative Modernisation and Management Planning Unit (MAMPU)

MAMPU, as the Electronic Government Project coordinator and Government ICT policy-maker, including the management of network, responsible for ensuring the following: • Provide access facility from agency network to the EG*Net network; and • Smooth integration between internal network at the agency with the EG*Net.

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4. Human Resource Management Division and Information Technology Division

The main roles and responsibilities of the HRMIS implementation fell to the Human Resource Management Division (HRMD) with the support and assistance of the Information Technology Division. Therefore, the HRMD is the leading division in the HRMIS implementation at the Ministries and State Secretary Administrations and the agencies under them. The HRMIS implementation tasks were included in the list of duties of the officers concerned.

5. HRMIS Unit

The HRMIS Unit was established to ensure that HRMIS activities at the various agency levels could be implemented smoothly and successfully through a sound structure and mechanism. Its functions include the following: • Coordinating and monitoring the HRMIS implementation at the agencies, in

particular the activities prior to, during and after a HRMIS module/sub-module implementation;

• Ensuring that all HRMIS base data be verified and updated regularly; • As the source of reference to users at agency in the HRMIS implementation; • As the level 0 HRMIS Helpdesk to address operation issues in HRMIS

application faced by the users; • Managing HRMIS application training for users and developing expertise in

the use of HRMIS application at the agencies; • As the secretariat to the Core Team, Ace Team and Implementation Committee

at the agencies; • Coordinating the necessary infrastructure requirement such as site/room facilities,

wiring, power source and network for the HRMIS implementation; • As the data reference centre for the agencies; and • Preparing the implementation status report from time to time at the agency

level.

IMPLEMENTATION PLANS AND STRATEGIES

1. Initial Implementation

The initial HRMIS implementation, which began in 2005, was planned with the involvement of the Ministries and State Secretary Administrations associated with the pilot agencies, namely:

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• Prime Minister’s Department; • Ministry of Agriculture and Agro-based Industry; • Ministry of Federal Territories; • Ministry of Natural Resources and Environment; • Ministry of Entrepreneur and Cooperative Development; and • Selangor State Secretary Administration.

The selection of these agencies was made to complete the HRMIS human resource information management process. In the following year, the implementation was extended to all 22 ministries and in 2007, all 11 State Secretary Administrations other than the Departments of the Chief Ministers of Sarawak and Selangor, were involved in the implementation.

The implementation at this stage focused on the following: • Preparing establishment, placement and engagement base data; • Ensuring HRMIS application operations were stable through operational problems

improvement, correction of errors and preserving data integrity; • Ensuring the relevance of the HRMIS through work arounds, improvements due

to policy change (new requirements/modifications) and minor improvements; • Ensuring smooth and continuous operation of data centre, optimising the

data centre capacity, upgrading the software and hardware systems, licensing, backups, recovery and level 2 HRMIS Helpdesk support; and

• Monitoring and identification of connectivity problems at the data centre, restoration of data centre environment connectivity, providing solutions, and if need be, offering assistance to resolve connectivity problems outside the data centre.

NEW PLANS AND STRATEGIES

The gathering of basic information on staffing, placement and engagement in all agencies across the country is critical for reference by the central agency. This information is also required for the implementation of subsequent HRMIS modules. As of December 2006, only 460 base data from 720 agencies were uploaded into the HRMIS database. New plans and strategies were adopted to ensure the success of the HRMIS implementation, as shown in Figure 28.

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Figure 28: HRMIS Implementation Strategy

Study on Network & Agency Access to HRMIS Application

Development of Internal Expertise

System Stabilisation

Updating of DataStudy on Central & Distributed Servers

Report Generation

Module Implementation

Preparation of Base Data for remaining 284 Agencies

Subsequently, working meetings and workshops with the various levels of agency were held to accelerate base data gathering activities at all public sector agencies. Visits and discussions were also held with the agencies to ensure that updating work would be carried out regularly by the agencies.

The next strategy was the updating of base data. Working meetings were again held to expedite the updating of basic information, which was done through the Establishment Data Module.

Next was the updating of other data which was required for the implementation of the module. Implementation was based on the following strategies:

• Implementation of specified modules;• System stabilisation;• Report generation;• Development of internal expertise;• Study on central and distributed servers; and• Study on network and agency access to HRMIS application.

For personal record information, integration with the National Registration Department (NRD) was carried out. Data conversion from the legacy systems of the agency was also carried out during the updating of service profile data, as shown in Figure 29.

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Figure 29: HRMIS Module Implementation Strategy

BENEFITS

HUMAN RESOURCE OPERATION • REPORT ACCORDING TO MODULE HUMAN RESOURCE MANAGEMENT • REPORT

OvERALL STATISTICS REPORT•

200 DATA ELEMENTS STATISTICAL • REPORT

STATISTICAL• REPORT ACCORDING TO 13 TYPES OF BIODATA INFORMATION

BU ORGANISATIONAL STRUCTURE• BA ORGANISATIONAL STRUCTURE• ESTABLISHMENT• REPORTPLACEMENT/vACANCY REPORT•

PR – PERSONAL RECORDSP – SERvICE PROFILE

MODULE IMPLEMENTATION

UPDATING PR & SP

UPDATING OF OTHER DATA

SISPEN DC PR, SP (200 data elements)

NRD INTEGRATION – 13 Biodata

BU/BA/AP & ENGAGEMENT BASE DATA

4

3K

2T

1T

5 6 7 8

Leave• Asset• MBJ• Counselling• LNPT• PTK•

Bonus• Remuneration• Salary• Claim• Loan• Medical• Scholarship•

Study• Development• Competency• Examination• Career• Discipline•

web Publishing• Government Directory• Knowledge Base• EIS• DSS•

Strategy Formulation• Procedure • FormulationStrategy Review• HR Planning• Evaluating the use • of HREstablishment Norms• Tactical Activities• Personnel Evaluation•

SECU

RITY

& w

ORKF

LOw

HR Recruitment/Organisation Development/Separation

Personal Record/Establishment Data/Report Management

Organisational Unit/Organisational Activity/Actual Position

IMPLEMENTATION STRATEGY

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In line with the strategy of implementing modules other than the Personal Record Module and Service Profile Module, the main focus was on modules that could provide information to the central agencies, support the public sector human resource policy planning and generate statistical reports. The relevant modules were Resourcing, Organisation Development and Separation.

SERVICE CIRCULAR LETTER

In enforcing the implementation of HRMIS modules and sub-modules, a Service Circular letter was issued by the process owner, a division that was involved directly in the formulation of human resource policies. An implementation guide and user guide were also issued together with the Service Circular letter to be used as guidelines for the implementation of the modules and sub-modules. Previously issued Service Circular letter include the following: • Number 10 of 2007: Implementation of the HRMIS Application Personal

Record Management Module dated 13 August 2007; • Number 6 of 2008: Implementation of the HRMIS Application Personnel

Data Module dated 7 March 2008; • Number 10 of 2008: Implementation of the HRMIS Application Asset

Declaration Sub-Module dated 23 May 2008; and • Number 20 of 2008: Implementation of the HRMIS Application Performance

Management Module - Annual Performance Evaluation Report Sub-Module dated 22 December 2008.

MECHANISM FOR HANDLING COMPLAINTS

1. Helpdesk

The HRMIS Helpdesk support system is designed as a channel of communication to assist users in filing complaints on problems that they face when using the application. The complaints are used as input to enhance the HRMIS application. The HRMIS Helpdesk operates as follows:

2. Level 0 HRMIS Helpdesk

Users who have problems with the HRMIS operations may contact the officer in charge of the HRMIS implementation at their respective agencies. The officer will try to resolve the problem and if unsuccessful, the problem will be referred to the level 1 HRMIS Helpdesk at the PSD.

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3. Level 1 HRMIS Helpdesk

The level 1 HRMIS Helpdesk at the PSD will register the problem according to category, either application or infrastructure. If it is still not resolved, the problem will be referred to the level 2 HRMIS Helpdesk at the consultant level. The level 1 HRMIS Helpdesk can be contacted by phone or e-mail.

4. Level 2 HRMIS Helpdesk

The HRMIS Helpdesk at this level involves the assistance of consultants to resolve complex problems.

CONTINUOUS IMPROVEMENT OF APPLICATION

The policies and regulations of the public sector human resource management are constantly changing. In the event of any changes to the public sector human resource policies and in the event of applications are made by the process owners or agencies to change the application, continuous improvement needs to be made to the HRMIS application system. This is to ensure HRMIS remains relevant. Such matters are under the consideration of the Improvement Committee.

As the need or demand for improvement is expected to occur frequently, it is important that coordination effort is enhanced to ensure that: • Process improvement is carried out on a regular basis from the development

stage till the implementation stage; • The standard process that has been developed is maintained; and • The improvements made will increase efficiency and productivity of the

public sector human resource management.

ISSUES, CHALLENGES AND SOLUTIONS

1. Changing User Mindset

Many users are still unfamiliar with the self-service concept of HRMIS. The HRMIS concept, which emphasises on the implementation of human resource processes from a manual to an automated system, is still not widely accepted and used by the civil servants. Staffs are used to the manual system of applying for annual leave by filling up a form, found automated application difficult. To address this problem, awareness programmes

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and activities were carried out at all levels of the senior management of Ministries and State Secretary Administrations. Subsequent awareness programmes and activities were then continued by the Ministries and State Secretary Administrations at their respective agencies. Figure 30 shows the approach for HRMIS implementation and activities.

Figure 30: HRMIS Implementation Approach and Activities

MINISTRY/SSA

AGENCY

AGENCY AGENCY AGENCY AGENCY AGENCY AGENCY

AGENCYAGENCYAGENCY

AGENCY AGENCY

• Implementation Conference• BU-BA-AP Meeting• Application Training• Implementation Working Committee• SIREN Integration

• Implementation Briefing• BU-BA-AP Meeting• Application Training• Implementation Working Committee• SIREN Integration

2. Updating HRMIS Basic Information

Information on personnel, personal records and service profile is critical for the HRMIS implementation in an agency. The updating of such information of one million civil servants is a huge undertaking and requires a very efficient method. For this purpose, the DC tools are utilised to accelerate the activity of updating the information.

3. Knowledge to Operate System

The entire civil service workforce must know how to use the HRMIS application to ensure that the objective for its use is achieved. A comprehensive programme and training activities are the main challenge in ensuring that all civil servants understand and able to use the HRMIS. Towards this end, the Training for Trainers programme was conducted for representatives from the Ministries and State Secretary Administrations.

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These officers then extended the same programme for trainers at the agencies under the Ministries or State Secretary Administrations. The trainers are responsible to ensure that users in the respective agencies understand and have knowledge to use HRMIS. Hands-on sessions for the officers in charge of the implementation of specific modules in the agencies are also conducted.

4. Change of Officers

There is no way of ensuring that officers with the know-how of HRMIS would remain in the department. Personnel will change due to promotion, change of department, on study leave or retire. The change of personnel in the organisation, whether from the Government or supplier, disrupts the development and implementation of the project as new staff members take time to learn the HRMIS application. Knowledge and expertise is not easily mastered within a short period of time. A total of 1,204 postings in the HRMIS Unit of agencies were approved to ensure unwavering focus on the implementation of the HRMIS at agencies. The strategy of increasing the number of module experts at the PSD was carried out through intensive training programmes in preparation for any transfer or promotion of officers.

5. Transfer of Consultant Expertise

The process of skill transfer such as programming from consultants to the Information Management Division officers in charge of the HRMIS was slow and not in accordance with the original plan. Any changes that had to be made to the HRMIS application for the purpose of improving the system still require the expertise of the consultants. To address this problem, a PSD Information Management Division officer placement programme at the premises of the consultants was conducted.

6. Software Technological Environment and Change

In the development of HRMIS, elements such as technology hardware, software, web browsers, programming tools, system integration, internet network, software copyright and system compatibility had to be taken into account. Every software and Internet browser developer would take the necessary steps to block access to ensure dominance of its company in the IT business world. For example, web-based systems such as the HRMIS can be accessed only using Internet Explorer, a product by Microsoft that currently dominates the market. Users or agencies using a more efficient Internet browser system such as Mozilla and Firefox are not able to access the HRMIS website owing to this restriction. Compatible systems that are supported by technologies commonly used in the

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market should be considered to ensure more effective use of the HRMIS. In early 2007, when the Internet Explorer (IE) 6 was upgraded to IE7, agencies using the IE7 were unable to access the HRMIS application. Subsequently, the architecture compliance of the HRMIS was reconfigured to allow access through IE7. This experience demonstrates the importance of ensuring that the development of infrastructure takes into consideration its capability to adjust to change in technology.

7. HRMIS Data Centre Improvement

The HRMIS data centre must have sufficient capacity to meet user needs at all times. In 2008, the Government spent RM11 million to increase the capacity of the data centre to accommodate the expansion of HRMIS to agencies under the Ministries and State Secretary Administrations.

8. Access Infrastructure

The infrastructure aspect is a major constraint in ensuring the smooth running of the web-based system development. A recurring debate among the agency representatives was whether to use an open internet network or a special network for Government application access. Owing to data security concerns in all Government application systems, MAMPU decided that a special line called the EG*Net be used for HRMIS application. MAMPU is responsible for the installation of the EG*Net at all public sector agencies. However, the installation process of the EG*Net network across all agencies requires time. There are still users who are not able to access the HRMIS website owing to either the unavailability of access facility at the agencies concerned or the insufficient capabilities of the available network to accommodate high volumes of traffic at one time. Agencies that use internal network face the problem of non-seamless integration of the EG*Net with the internal network which adversely affects HRMIS access. Some common accessibility issues faced by agencies are:

• The agency has not submitted the Site Preparation Document Form (SPD) on office locations requiring a network;

• The agency has not installed the EG*Net or is still in the process of acquiring the network;

• The agency using its own internal network faces the problem of low access capability; and

• The agency has been provided with the network but with a narrow bandwidth.

The status of EG*Net installation as of 17 December 2010 is shown in Schedule 8.

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Schedule 8: Status of EG*NET Installation as of 17 December 2010

Item Number of

Agencies/Sites

Number of Networks

Completed

In Progress

Agency PSD MAMPU GITN Sdn. Bhd.

Ministry 25 25 - - - -State Secretary Administration

13 13 - - - -

Agencies under the Ministries

202 201 - 1 - -

Agencies under State Secretary Administration

482 419 - - 58 5

Total SPD of Ministries

5451 4410 517 26 359 139

Total SPD of State Secretary Administration

564 353 20 - 172 19

In addressing the accessibility problem, the following actions have been taken:• Ensuring that agencies submit the completed SPD;• Ensuring that the State Secretary Administrations monitor the networking

needs of all agencies under their supervision;• Monitoring the networks that have not been completed;• Arranging for meetings with the ministry/department that requires technical

advice/assistance concerning network integration; and• Assisting MAMPU in determining the size requirement of the EG*Net according

to the number of personnel and computers in all agencies.

9. Continuous Improvement of Application

The elements of the public sector human resource management are dynamic and constantly changing. The enforcement of changes through the issue of Service Circular letters, Service Circulars, Treasury Circulars or Treasury Circular letters requires that improvements and changes to the application be made immediately to align with the changes.

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10. Acceptance by the Agencies on HRMIS

The various types of services in the public service such as Federal Public Service, Federal Statutory bodies, State Public Service, State Statutory bodies and local Authorities have created problems in the use of a standard application. Those agencies that had developed their own in-house human resource applications were reluctant to use the HRMIS.

11. Coordination among Agencies

The creation of an online human resource process requires the commitment and involvement of all agencies involved in the public sector human resource process. It was difficult to obtain the full commitment from all agencies on a regular basis to attend discussions and meetings to make policy decisions owing to cove job commitment and priorities of the officers involved.

12. Supplier Stability

Change in the senior management line-up of the consultants could also affect the smooth implementation of the project. The number of employees who participated in the project development was not sufficient considering the number of HRMIS modules involved. These factors together contributed to the delays in the development of HRMIS application. The bIP study for instance was supposed to be ready in 4 months as stipulated in the agreement, but took 17 months to complete.

13. Dependency on Suppliers

The dependency on suppliers remains very high, particularly with respect to system maintenance, owing to either the lack of expertise or weaknesses in the transition plan, training and technology transfer. In the event of any disruption to the system, the agencies have to refer to the supplier for corrective actions, and this slows down the process and affects the effectiveness of the Government’s delivery system. The cost of implementation ICT projects will also increase as it involves additional cost for overall maintenance of the system by the suppliers.

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14. Basic Infrastructure Readiness of Agency

Every agency should already have basic infrastructure such as computers and internal network. Agencies with ill-equipped internal infrastructure will not be able to implement the HRMIS. The failure of these agencies to implement HRMIS will ultimately affect the expected overall output of the application system.

15. Offline Procedure

The HRMIS is a real-time online application that can be accessed through the web. However, the likelihood of connectivity failure can still occur. For this possibility, the offline procedure has been established so that users can continue the process manually and upload it into the system when the problem has been resolved. This procedure will be carried out by the officer in charge of the data centre.

SUMMARY

The expansion of HRMIS implementation faces several constraints including network, human resources, skills, user attitude and equipment. The strategy that has been put in place has, to a certain extent, alleviated some of these constraints. Further efforts have also been made to address and resolve these constraints. The implementation of other modules will be continued in stages depending on the state of readiness and planning of the agencies concerned. The aspect of internal expertise at the agency level is given priority to ensure the success of HRMIS implementation. In any event, the cooperation and commitment of all parties are crucial to ensure the success of the project. As such, all heads of departments need to put greater emphasis on the aspects of information and the change of the users’ mindset.

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Chapter 5THE TEN-YEAR EXPERIENCE

PROJECT DEVELOPMENT EXPERIENCE

The HRMIS has faced numerous challenges and constraints during its ten-year development process. Various lessons and experiences have been gained, which are useful for future reference, particularly to improve the public sector ICT system. Had it not been for these constraints or problems that cropped up during the implementation process, pertinent lessons might not have been learned. These lessons should not be undervalued and need to be recorded as reference for the future.

The following are some of the lessons gained in the development and implementation of the HRMIS:

1. Commitment of Senior Management

The commitment of various parties, particularly the senior management, was very important to the success of this project. Without the commitment from the top, it would have been difficult to make the necessary decisions for the development of HRMIS application. At the same time, the input and commitment from the human resource management process owners at the PSD also contributed to the success of HRMIS. The process owners comprised the Remuneration Division, Pension Division (now known as the Post-Service Division), Service Division, Organisation Development Division, Training Division (now known as the Human Capital Development Division), Management Services Division, Planning, Research and Corporate Division and Psychology Service Division. Coordination among departments, process owners and consultants as well as the involvement of the ten pilot agencies, Ministries and State Secretary Administrations contributed greatly to the development and implementation of HRMIS.

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2. Task Force

At the early stage of the project, the task force was made up of divisional representatives of the PSD, all of whom were experts in the public sector human resource management process. The team represented different functions of the various fields, such as:

• Management involving bIP, change management, negotiations, marketing and training;

• Information technology relating to system development, installation, data conversion, system integration and network; and

• Process owners from the divisions of the PSD responsible for human resource management policies.

This task force was assisted by MAMPU Project Support Team comprising MAMPU officers and the consultants (Accenture) appointed by the Government to ensure the success of the e-Government Project.

The participation and commitment of the various parties with expertise in Government business, ICT and project management were essential to the success of such a huge and complex ICT project as HRMIS.

3. Scope of Implementation

The scope of implementation of HRMIS is very wide, encompassing all human resource management processes from the appointment stage right up to the retirement stage. The human resource management process also covers all types of services including the Federal Public Service, State Public Service, Federal Statutory bodies, State Statutory bodies And local Authorities, which come up to 720 Government agencies. The HRMIS also includes all salary schemes comprising the Cabinet Committee, New Remuneration System (SSb) and Malaysian Remuneration System (SSM). In addition, the HRMIS is an integrated application wherein each implementation of a module is dependent on the processes and data of the other modules.

Given the large scope of human resource management and agencies with a variety of services under different authorities and functions, the development of HRMIS was carried out in stages involving the delivery of modules in four packages. The expansion of the application to other agencies was also carried out in stages, starting with the preparation of base data on establishment information and services, followed by the implementation of other modules.

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4. Human Resource Factor

The human resource factor was very important in the development of HRMIS application as it involved the human resource of both the consultants and the Government. Apart from the understanding and knowledge of public sector human resource management processes, expertise in aspects of system development was also critical to enable the consultants to develop the system functions. There existed gaps in the knowledge between the Government representatives and the consultants in the aspect of system infrastructure. While the consultants had the expertise in IT technology, they had no knowledge of Government policies, regulations and procedures, particularly with regard to public sector human resource management.

This situation required the establishment of a special team whose task was to explain and update the consultants on all pertinent matters to ensure the realisation of the project. In addition, the commitment, cooperation and understanding among the process owners, pilot agency managements and the project team in channelling information on public sector human resource management to the consultants were also crucial.

5. Business Re-Engineering

The HRMIS is the re-engineering process of existing human resource management processes for the entire public sector comprising policy changes, procedures, workflows and online work. As it was an idea of grand proportions, all civil servants had to have an understanding of the HRMIS human resource management application concept, and this required a complete change of mindset.

6. Technical Aspect

The HRMIS was developed using a combination of several types of software, namely visual basic, asp, asp.net and HTMl supported by SQl 7, SQl 2000, and SQl 2003 software for the management of a centralised database. The operating system of the HRMIS servers is Microsoft 2000. The web-based HRMIS requires the use of the Internet Explorer (IE5, IE6 and IE7) to enable users to access the application.

Although most of the public sector agencies use Microsoft products in their ICT infrastructure, there are some agencies that use other products. This created problems as it limited access to the HRMIS application.

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7. Access Infrastructure

For security purposes, the HRMIS application can be accessed only via a special network called EG*Net. Users outside of the EG*Net network have to apply for an alternative Secure Socket layer-Verification Personal Network (SSl-VPN) to access the HRMIS. The dependence on infrastructure and access network is a factor that determines the success of the system implementation. As such, the smooth implementation of the HRMIS is dependent on the availability of the EG*Net and internal networks of the agencies.

8. Change in Scope and Requirements

During system development, the Government amended certain policies which required the modification and improvement of the HRMIS application. The change from the SSb to SSM, which was enforced on 1 November 2002, and the issuance of new Government Circulars, necessitated improvements to be made to the system. Another matter that had to be addressed was the fulfilment of the different human resource management needs and processes of the public sector agencies. The change in scope and requirements as well as the challenges had to be addressed to ensure that the ICT application remains relevant and able to meet the needs of all categories of users.

9. Strategic Alliance

Another important factor in ensuring the success of HRMIS project was strong cooperation and understanding between the Government and consultants as a team. beginning with the planning, development and implementation, both the consultants and the Government continued to work closely in a win-win situation and to share the national mission in producing a successful local information technology venture company.

10. Project Management

The management of the project entailed thorough planning. For this purpose, the project team had to anticipate possibilities and challenges that could cause problems, and put in place the necessary strategies to overcome them. It designed a framework to allow the implementation of the HRMIS in stages, and to ensure it remains relevant, improvements to the system are continually being carried out.

In the process of the HRMIS application development, contract management was essential to ensure that the project was completed according to the specifications and

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schedule determined by the Government. At the same time, control and monitoring was carried out through meetings, inspection and periodic reporting.

11. Project Implementation Period

The implementation period of the HRMIS project involved three main phases:• Research and development phase, which involved the process improvement

and application development phase;• Implementation test phase at pilot agencies; and• Expansion of implementation activities to all Ministries, State Secretary

Administrations and the agencies under them.

However, the lengthy implementation period caused other issues to crop up, in particular those involving change, such as change in policies, human resource turn over and change of ideas.

CONCLUSION

To enhance human resource management, the PSD has utilised the potential of information technology in ensuring the successful development of an Electronic Government f lagship application. Accordingly, in line with its slogan, ‘Public Service leader’, the PSD was entrusted as the lead agency to spearhead the implementation of the HRMIS.

The HRMIS, which encompasses the whole of the human resource management process from appointment to retirement, has enhanced the quality of the public sector. The system is not merely a human resource application; more importantly, it is a new approach in human resource management that is more comprehensive and integrated to overcome the many challenges of public sector management.

In line with current trends and the demands of the new millennium, the HRMIS has become a platform for sharing information faster and improving communication among agencies. At the same time, this automated process allows more attention to be given to more productive tasks, such as analysing and planning work, which ultimately helps to improve decision-making, implementation and monitoring processes.

In addition to automating human resource processes and creating a paperless environment, this application has also linked all Government agencies electronically so

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that personnel information from the lower ranks can easily be retrieved by higher level agencies, such as the Ministries, State Secretary Administrations and the PSD.

Through the facilitation of communication and horizontal integration, the project has made available the Public Sector Human Resource Management National Database. The HRMIS is not merely an application, but also HR To-be. It is therefore important to ensure that any new ideas to be brought forward should be in line with the framework of HR To-be to avoid conflict of approaches that would cause confusion to the agencies and adversely affect the fundamental goals of human resource management.

The aspect of internal expertise at the agency level was also given priority for the successful implementation of the HRMIS. It is an important fact that the cooperation and commitment of all parties are crucial in ensuring the success of HRMIS implementation. Without the strategic alliance between the Government and consultants, or the change of mindset and way of working among the civil servants, the implementation of this application would not have made any headway.

Despite the many challenges and constraints, the HRMIS application has successfully been expanded to all the Government agencies. The planned strategy has been successful in addressing issues that arose from time to time and continuing efforts are still underway to ensure that all issues are addressed and resolved as soon as possible.

After ten years of its development, the HRMIS has triggered a change in mindset and transformation of the public sector human resource management. This transformation is essential in realising the goal of human resource management to become the leader in realising the Government’s vision, and ultimately achieve the target of the national mission in creating comprehensive, efficient and effective human resource information management. Thus, the HRMIS is the catalyst for more structured mobilisation of the administrative machinery of the Government as well as the starting point in the modernisation of public sector human resource management of the 21st century.

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APPENDIX: PROJECT DIARY26 July 1997• The launch of seven f lagship applications under the Multimedia Super

Corridor.• Concept Request for Proposal (CRFP) issued by the Government.

1 April 1999The signing ceremony of the HRMIS Agreement Contract.

5-9 April 1999The HRMIS Project Orientation Course was conducted at the bukit Kiara INTAN.

12 April 1999The EG-HRMIS project team started its centralised operations at the PSD.

26-29 April 1999The first technical training session was held for the EG-HRMIS Project team members.

21 May 1999HRMIS Project Steering Committee Meeting No. 1 of 1999.

1 June 1999Project Management Office (PMO) started operations at the PSD.

21-22 June 1999Public Service Human Resource Management Vision Setting Workshop at the Subang Hyatt Regency Saujana.

22 July 1999HRMIS Project Steering Committee Meeting No. 2 of 1999.

1 August 1999The launch of HRMIS logo.

17 August 1999The EG-HRMIS Project Team’s visit to the office of MRCb Multimedia Consortium Sdn. bhd. (MMCSb) at Sri Pentas, TV3.

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3 September 1999Pilot agency representatives visited PETRONAS to review its HRMIS system.

6 September 1999The launch of the EG-HRMIS Newsflash.

17 September 1999HRMIS Project Steering Committee Meeting No. 3 of 1999.

15-16 October 1999Senior Management Workshop: HRMIS Detailed Design – To-be Process at the Eastin Hotel.

9 November 1999HRMIS Project Steering Committee Meeting No. 4 of 1999.

17 December 1999HRMIS Project Steering Committee Meeting No. 5 of 1999.

10 March 2000HRMIS Project Steering Committee Meeting No. 1 of 2000.

14 April 2000HRMIS Project Steering Committee Meeting No. 2 of 2000.

15 April 2000The HRMIS (MMCSb) office moved from the PSD in Kuala lumpur to Menara MRCb in Shah Alam.

3-4 May 2000HRMIS Workshop: Evaluation of Existing Inter-Pilot Agency Processes at the Subang Sheraton Hotel in Subang Jaya, Selangor Darul Ehsan.

25 May 2000The HRMIS Project Steering Committee Meeting No. 3 of 2000 approved the Operational Process Visioning Report (OPV Report).

27 June 2000The HRMIS Project Steering Committee Meeting No. 4 of 2000 approved the Concept Design Report.

29 June 2000The To-be Detailed Design Expectation Workshop for Pilot Agencies was held at the bukit Kiara INTAN.

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3 July 2000The To-be Detailed Design Expectation Workshop for Pilot Agencies was held at the Eastin Hotel in Petaling Jaya, Selangor.

14-16 July 2000HRMIS Workshop: Generic Model of Human Resource Management To-be Detailed Design at the Equatorial Hill Resort in Cameron Highlands, Pahang.

25 July 2000The launch of Newsflash 2 was held at the MMCSb office in Menara MRCb, Shah Alam.

27-29 July 2000HRMIS Workshop: Generic Model of Human Resource Management To-be Detailed Design at the PSD.

8 August 2000HRMIS Project Steering Committee Meeting No. 5 of 2000 – Presentation of Generic Model of Human Resource Management To-be Detailed Design.

1 August 2000Presentation of Skill Gap Analysis Certificates to members of the HRMIS Government Project Team at the PSD Club House, PSD Complex.

14-18 August 2000The HRMIS Project participated in the Knowledge Management Readiness for Electronic Government Conference organised by INTAN, which was held in Kuching, Sarawak and Kota Kinabalu, Sabah.

5 September 2000The HRMIS Project Steering Committee Meeting No. 6 of 2000 approved the To-be Process Detailed Design.

8-10 September 2000The HRMIS project participated in the 2000 MSC Expo at the Malaysian International Exhibition & Convention Centre at the Mines Resort City, Selangor Darul Ehsan, in conjunction with the International Advisory Panel (IAP) meeting.

25-26 September 2000Orientation Programme for the Government EG-HRMIS Project System Development Team and consultants at Menara MRCb in Shah Alam.

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9 October 2000The HRMIS Project Steering Committee Meeting No. 7 of 2000 approved the conditional HRMIS Implementation Plan.

10-13 October 2000User Requirement Workshop for the Improvement and System Development Team of the Government EG-HRMIS Project at Menara MRCb in Shah Alam.

19-20 October 2000Implementation Plan Workshop at the Quality Hotel in Shah Alam, attended by representatives from the pilot agencies.

21 October-5 November 2000Representatives of the Government and consultants attended the Competency Seminar in london and carried out a study on the human resource system of the country. The study was for the purpose of making a comparison with the HRMIS being developed.

25 October 2000The Government approved the Human Resource Data Dictionary and Windows 2000 prepared by the Application Development Team.

6 November 2000The EG-HRMIS website was launched by Y.bhg. Tan Sri Dato’ Samsudin Osman, Director-General of Public Service, in conjunction with the PSD monthly assembly at the PSD Auditorium.

8 November 2000The Sequence and Class Diagram Introduction Workshop for the Government Application Development Team was held at the Menara MRCb in Shah Alam.

15 November 2000The Government consultants held a series of workshops for the Government Application Development Team that participated in the information gathering activity for user requirements at the Menara MRCb and Quality Hotel in Shah Alam.

24 November 2000The Government approved the Transfer of Technology (TOT) Plan prepared by the MMCSb Project Management Team.

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29 November 2000The MMCSb TOT Team conducted a Skill Gap Analysis for 14 new members of the Government team at the HRMIS Operations Room at the PSD.

9 December 2000HRMIS Project Steering Committee Meeting No. 8 of 2000 - the HRMIS Application Development Team (MMCSb) presented a prototype of the Personal Record and Establishment.

29-31 January 2001The Microsoft Windows 2000 (M1) Training Programme was held in the Training Room at Comat Training Services, Subang Jaya, for HRMIS members of the System Development, Operation & Support and Installation Teams.

2 April 2001HRMIS Project Steering Committee Meeting No. 1 of 2001.

8 February 2001The HRMIS Project Management Office held a briefing at the bukit Kiara INTAN for the INTAN Implementation Task Force on the scope and activities of HRMIS Change Management. During the session, the issue of mindset and culture change was explained.

9-10 February 2001A technical training programme called Primavera/MS Project Tool was held at Menara MRCb in Shah Alam which was attended by both the Government and HRMIS consultant team leaders.

12-16 February 2001A technical training programme, Administering SGl Server, was held at Menara MRCb in Shah Alam which was attended by 25 members of the Government System Development, Support & Operation and Installation Management Teams.

1-2 March 2001HRMIS Workshop: Change Ambassador at the Singgahsana Hotel.

27-31 March 2001A technical training programme, Mastering MS Visual basic 6.0 Fundamentals (Visual basic), was held at TH IT Resources Centre in the Subang Square business Centre, Subang Jaya. It was attended by 17 members of Government System Development, Support & Operation and Installation Management Teams.

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16 April 2001The EG-HRMIS Change Management Team conducted an EG-HRMIS Project Key Performance Indicators (KPIs) Verification Meeting for the senior management of all PSD divisions at the Menara MRCb in Shah Alam. Nineteen participants attended this meeting.

19 April 2001The Government approved the Transition Management Plan prepared by the Change Management Team.

23 and 25-28 April 2001A technical training programme, Mastering MS Visual basic Development 6.0, was held at the TH IT Resources Centre in the Subang Square business Centre, Subang Jaya. It was attended by 18 members of the Government System Development, Support & Operation and Installation Management Teams. This was a continuation of the MS Visual basic 6.0 Fundamentals programme which was held at the end of March 2001 at the same venue.

12 May 2001A briefing on Data Conversion Implementation Activity for the Pilot Agencies of the EG-HRMIS Project was held at the Menara MRCb in Shah Alam. The half-day programme was attended by 18 representatives from all pilot agencies.

14 May 2001The Government approved the Knowledge base Plan report of a description of the Knowledge base Module, which facilitates the management of human resource information through the use of an electronic repository. Examples of such information include project information, methodologies, best practices and reference materials to aid in the decision-making.

24 May 2001The HRMIS Project Steering Committee Meeting No. 2 of 2001 approved:• New Payment schedule for Application System Development services (Schedule

18, Table C) - paid according to the delivery of four packages;• Phase I implementation covering the entire Prime Minister’s Office as a pilot

agency to replace the SMPKE Unit; and• Configuration changes to the data storage system from EMC 3700-47 to EMC,

Symmetrix 8430-73 model.

1 June 2001A briefing on the EG-HRMIS project was conducted during the meeting of Undersecretaries (Human Resources) and State Deputy Directors of Health (Management), Ministry of Health in Kuala Terengganu.

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11 June 2001A briefing on EG-HRMIS Project Implementation: Change Management was held at the INTEKMA Resort & Convention Centre in Shah Alam. This half-day programme was attended by 57 representatives from all pilot agencies.

28 June 2001The Government approved the benefit Realisation Plan Report.

29 June 2001A briefing on the EG-HRMIS project was conducted during the meeting of the Directors of the Department of Veterinary Services in Kota Kinabalu, Sabah.

13 July 2001The Provisional Acceptance Test for Package 1 was conducted in the PSD laboratory in Putrajaya. The testers comprised representatives from the pilot agencies in the fields of Human Resource Management, Information Technology, Human Resource Users And Regular Users.

16-19 July 2001Representatives of the EG-HRMIS project (Government and Consultants) gave a briefing on the project status and presented the HRMIS prototype at the 7th Conference of State Public Service Commission held in langkawi, Kedah. The conference was officially opened by His Highness the Sultan of Kedah and attended by 120 representatives from the Federal and State Public Service Commission.

19 July 2001The HRMIS Project Steering Committee Meeting No. 3 of 2001 approved the implementation of the Technical Architecture, subject to discussion and agreement by the Treasury.

23 July-3 August 2001The Provisional Acceptance Test (PAT) for the modules in Package 1 (except for Web Publishing) was conducted in the laboratories of the PSD, MAMPU, Prime Minister’s Office, Department of Irrigation & Drainage and Department of Veterinary Services.

25 July 2001The Government approved the Technical Architecture Report and Data Conversion Plan.

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24-26 July 2001The EG-HRMIS Project participated in the Regional Initiative for Information Communication Technology Strategies (RIFICTS) Expo at the Putra World Trade Centre in Kuala lumpur.

9 August 2001The Government approved the Application Development Plan.

16 August 2001 The first Change Ambassador meeting at the Menara MRCb in Shah Alam was attended by 18 participants comprising Change Ambassadors and representatives from the pilot agencies.

16-17 August 2001The Provisional Acceptance Test for the Web Publishing Module for 9 pilot agencies (except JKMNS) was conducted in the PSD laboratory.

6-8 September 2001The EG-HRMIS Project participated in the 2001 MSC Multimedia Asia Expo at the Putra World Trade Centre in Kuala lumpur. More than 5000 people visited the EG-HRMIS exhibition.

10 September 2001Representatives of the EG-HRMIS project (Government and Consultants) gave a briefing on the project status at the Annual Conference of Senior Managers of the Department of Irrigation and Drainage, which was held in Port Dickson, Negeri Sembilan.

10-12 September 2001The second Provisional Acceptance Test for the modules in Package 1 (except for Web Publishing) was conducted in the laboratories of the PSD, MAMPU, Prime Minister’s Office, Department of Irrigation & Drainage and Department of Veterinary Services.

10-12 September 2001The Provisional Acceptance Test for the modules in Package 1 (except for Web Publishing) was conducted at the Department of the Sarawak Chief Minister.

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13-14 September 2001The second Provisional Acceptance Test for the modules in Package 1 (except for Web Publishing) was conducted at the PSD laboratory for representatives from the Selangor State Development Corporation, Kuala lumpur City Hall, Majlis Amanah Rakyat and Ministry of Health.

13-14 September 2001The Provisional Acceptance Test for the Web Publishing module was conducted at the Department of the Sarawak Chief Minister.

21 September 2001HRMIS Project Steering Committee Meeting No. 4 of 2001.

4-5 October 2001The third Provisional Acceptance Test for the modules in Package 1 (except for Web Publishing) was conducted at the laboratories of the PSD, MAMPU, Prime Minister’s Office, Department of Irrigation & Drainage and Department of Veterinary Services.

8 October 2001A session to explain the curriculum plan and training schedule for 25 representatives from the pilot agencies was held at level 8, block C1 of the PSD.

8-9 October 2001The third Provisional Acceptance Test for the modules in Package 1 (except for Web Publishing) was conducted at the PSD laboratory for representatives from the Selangor State Development Corporation, Kuala lumpur City Hall, Majlis Amanah Rakyat, Ministry of Health and Department of the Sarawak Chief Minister.

8-12 October 2001A Competency Assessment Module (Package 2) walkthrough to the Government HRMIS Project Team was conducted by the consultants at the Menara MRCb in Shah Alam.

15-16 October 2001A Career Management Module and Performance Management Module (Package 2) walkthrough to the Government HRMIS Project Team was conducted by the consultants at the Menara MRCb in Shah Alam.

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17-18 October 2001A training programme, Training of Trainers, for representatives from the pilot agencies and Government HRMIS Project Team was conducted by the consultants at Menara MRCb in Shah Alam.

29-30 October 2001The first Package 1 HRMIS Application Course was conducted by the EG-HRMIS Training and Education Team at INTAN, Jalan Elmu, Kuala lumpur, for the Government HRMIS Project Team. Thirty participants attended the course.

1-2 November 2001A briefing on Package 1 Roll-Out Preparation organised by the HRMIS Project Management Office (Government) was held at the bSN Training Centre in Kajang for representatives from the pilot agencies involved in HRMIS Security and System Administration.

5-6 November 2001The second Package 1 HRMIS Application Course was conducted in INTAN, Jalan Elmu, Kuala lumpur for 14 representatives from the PSD.

7-8 November 2001The third Package 1 HRMIS Application Course was conducted in INTAN, Jalan Elmu, Kuala lumpur for 24 representatives from the Prime Minister’s Office, MAMPU, Department of Irrigation and Drainage and PSD (Management Services Division and Information Technology Division).

12-13 November 2001The fourth Package 1 HRMIS Application Course was conducted in INTAN, Jalan Elmu, Kuala lumpur for 24 representatives from Kuala lumpur City Hall, Selangor State Development Corporation and Majlis Amanah Rakyat.

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12-19 November 2001A briefing on Package 1 Roll-Out was conducted at every pilot agency for the members of the Agency Implementation Team and participants of the Package 1 HRMIS Application Course. The visits by the EG-HRMIS (Government and Consultants) Team were made in stages:• Public Service Department & Prime Minister Department & PMO – 12

Nov 2001• Ministry of Health & Department of Veterinary Service & DVS – 13 Nov

2001• Sarawak Chief Minister Department (SCMD) – 14 Nov 2001• Kuala lumpur City Hall & Majlis Amanah Rakyat (KlCH) & MARA – 15

Nov 2001• Selangor State Development Corporation (SSDC) & MAMPU – 16 Nov

2001• Department of Irrigation and Drainage (DID) – 19 Nov 200115-16 November 2001The fourth Package 1 HRMIS Application Course was conducted in INTAN, Jalan Elmu, Kuala lumpur for 26 representatives from the Ministry of Health, Department of the Sarawak Chief Minister and Department of Veterinary Services. 19-20 November 2001The HRMIS System Administration Course was conducted by the EG-HRMIS Training and Education Team at INTAN, Jalan Elmu, Kuala lumpur for 23 representatives from all pilot agencies. 26 November 2001The HRMIS Project Steering Committee Meeting No. 5 of 2001 approved conditionally for Package 1 HRMIS Application.27 November 2001The Package 1 HRMIS Application was launched by Ybhg. Dato’ Seri Jamaluddin bin Haji Damanhuri Ahmad, Director-General of Public Service. The launching ceremony was held at the PSD Auditorium in block C1, Parcel C, Putrajaya.12-13 November 2001A Career Management Module (Package 2) walkthrough was conducted by the Government consultants for PSD process owners at Menara MRCb in Shah Alam.

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28-31 December 2001 & 3-4 January 2002PAT 2.0 on the Competency Assessment Module was conducted at level 2 of Menara MRCb in Shah Alam for members of the Government HRMIS Project Team.

2 January 2002A briefing on the Role of System and Workflow Administrators for all pilot agencies was conducted at the PSD in Putrajaya.

9-11 January 2002PAT 2.0 on the Competency Assessment Module at level 2 of Menara MRCb in Shah Alam for PSD representatives.

16-17 January 2002PAT 2.0 on the Government Directory Module by PAT testers representing the 10 pilot agencies.

17 January 2002A discussion on the Preparation Status of Data Cleaning Activity for 10 pilot agencies was held at level 2 of Menara MRCb in Shah Alam. Twenty-seven representatives from the Government and Consultant HRMIS Project Teams attended the discussion.

17-18 January 2002The Data Centre System Integration and Hardware (EMC) Training Programme was held at the EMC Training Centre at the Petronas Twin Towers, KlCC, Kuala lumpur for the Government and Consultant HRMIS Project Teams. Fourteen people attended the programme.

19 January 2002Personal Record Management Module Training Programme was conducted for 18 PSD HRMIS Helpdesk staff members at Menara MRCb in Shah Alam.

21-23 January 2002PAT 2.0 on the Performance Management Module was conducted at level 2 of Menara MRCb in Shah Alam for members of the Government HRMIS Project Team.

21 January 2002A Data Cleaning meeting was held at level 2 of Menara MRCb in Shah Alam for members of the Government and Consultant HRMIS Project Teams.

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23-25 January 2002PAT 2.0 on the Competency Assessment Module was conducted at level 2 of Menara MRCb in Shah Alam for testers from all pilot agencies.

25 January 2002A Data Cleaning briefing was held at the PSD in Putrajaya for representatives from the PSD Data Conversion Team, Prime Minister’s Office and MAMPU.

26 January 2002HRMIS briefing at the Prime Minister Office in Putrajaya

5 February 2002A Data Cleaning briefing was held at the PSD in Putrajaya for the Data Conversion Team representatives from the PSD, DVS, MARA, KlCH, SSDC, SCMD and MOH.

6 February 2002PAT 2.0 on the Performance Management Module was conducted at level 2 of Menara MRCb in Shah Alam for testers from all pilot agencies.

18-20 February 2002PAT 2.0 on the Career Management Module was conducted at level 2 of Menara MRCb in Shah Alam for testers from all pilot agencies.

19 February 2002The EIS/DSS Module Meeting for the Government and Consultant HRMIS Project Task Force was held at level 7 of Menara MRCb in Shah Alam.

27-28 February 2002PAT 2.1 on the Performance Management Module was conducted at level 2 of Menara MRCb in Shah Alam for testers from all pilot agencies.

1 March 2002HRMIS Project Steering Committee Meeting No. 1 of 2002.

7-13 March 2002The 2002 HRMIS Working Meeting was held at the Regency Hotel in Port Dickson, Negeri Sembilan to verify the user requirements of the Human Resourcing Module and modules in Package 3. The participants were members of the Government and Consultant HRMIS Project Teams, division representatives from the PSD and several related pilot agencies. On the whole, 60 participants attended this session.

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23 March 2002A HRMIS Project Development and Implementation briefing for the Ministry of Education was held at the ministry in Pusat bandar Damansara, Kuala lumpur.

25-26 March 2002The HRMIS Project participated in the expo organised by MAMPU during the Public Sector CIO Conference: Leveraging ICT for Better Service Delivery which was held at the Seremban Hilton Hotel in Negeri Sembilan.

27-30 March 2002The Government HRMIS Project Director, Ybhg. Datin Habibah Ahmad Tarmizi, presented a working paper on the current status of the project at the Human Resource Planning Seminar organised by the PSD at the Sheraton Hotel in Penang.

8 and 10-13 April 2002The Package 1 HRMIS Application Course for the target group (users) was conducted at the Staff Training Centre of the Department of Irrigation and Drainage, Jalan Ampang branch, Selangor Darul Ehsan. A total of 63 participants from all the pilot agencies attended the course. This was a repeat course for Package 1 modules.

15-21 April 2002A walkthrough session for Package 3 modules was held in Port Dickson, Negeri Sembilan, which was attended by members of the Government and Consultant HRMIS Project Teams, PSD division representatives and representatives from several pilot agencies.

22 April 2002A HRMIS Project Development and Implementation briefing was given to the Public Works Department at its headquarters in Kuala lumpur.

29-30 April 2002An EIS/DSS Workshop was held at the Cyberview lodge Resort and Spa in Cyberjaya, Selangor for the senior managements of pilot agencies.

11 May 2002HRMIS Project Steering Committee Meeting No. 2 of 2002.

14-16 May 2002The PAT 2.0 on Sub-Module 1 of the Human Resourcing Module was conducted at Menara MRCb for representatives from all the pilot agencies.

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20-21 May 2002The PAT 2.1 on the Career Management Module was conducted at Menara MRCb for representatives from all the pilot agencies.23-24 May 2002The PAT 2.1 on the Competency Assessment Module was conducted at Menara MRCb for representatives from all the pilot agencies.28-31 May 2002The PAT 2.0 on Sub-Module 3 of the Human Resourcing Module was conducted at Menara MRCb for representatives from all the pilot agencies.

28-29 May 2002The Overview of Microsoft Exchange Collaboration Development Course was conducted at Menara MRCb in Shah Alam for the Government HRMIS Project Team.2-4 June 2002The HRMIS briefing: Development of the Organisation Unit Codes, Actual Positions and Personnel for Package 1 of the HRMIS project was conducted for the Ministry of Health at the Perdana Hotel in Kota bharu, Kelantan.13 June 2002A Roll-Out briefing on the Performance Management Module and Government Directory Module was carried out at the PSD in Putrajaya for 46 representatives from the pilot agencies.

22 June 2002A HRMIS briefing for the Royal Malaysian Police (RMP) at the Officers’ Mess at bukit Aman, Kuala lumpur24-26 June 2002A User Course on the Performance Management Module and Government Directory Module was conducted at INTAN, Jalan Elmu, Kuala lumpur for members of the Government HRMIS Project Office and related divisions of the PSD (MSD, SD and ITD).27-28 June 2002A User Course on the Performance Management Module and Government Directory Module was conducted at INTAN, Jalan Elmu, Kuala lumpur for 32 Human Resource Managers of all pilot agencies.

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3 July 2002The launching ceremony of the Performance Management Module and Government Directory Module was held at the PSD Auditorium in Putrajaya.

8-10 July 2002The User Course on the Performance Management Module and Government Directory Module was conducted at INTAN, Jalan Elmu, Kuala lumpur for 27 Human Resource Administrators of the PSD.

11-13 June 2002The User Course on the Performance Management Module and Government Directory Module was conducted in INTAN, Jalan Ilmu, Kuala lumpur for 28 Human Resource Administrators of the pilot agencies other than the PSD.

15 July 2002The System Administration Course for 24 IT Administrators and Human Resource Administrators of pilot agencies, including the MAMPU Helpdesk, was conducted at INTAN, Jalan Elmu, Kuala lumpur.

16 July 2002A System Administration Course for 23 members of the Government HRMIS Project Office and related divisions of the PSD (MSD, SD and ITD) was conducted at INTAN, Jalan Elmu, Kuala lumpur.

17-20 July 2002The Government HRMIS Project Director was invited to share his experience in the HRMIS project at an event organised by the Ministry of Health at the Shangri-la Tanjung Aru Resort in Sabah.

25 July 2002HRMIS Project Steering Committee Meeting No. 3 of 2002.

12-16 August 2002The HRMIS Project Management Office held the 3rd Working Meeting at the Riviera bay Resort in Melaka to review and verify User Requirements and Package 4 of HRMIS Application System Analysis & Design for the Strategy Formulation and Review Module. A total of 63 participants attended this meeting.

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19-23 August 2002The Government consultants organised the Course on Implementing Microsoft Windows 2000 Professional and Server for seven team members of the Government HRMIS Project Office at Menara MRCb in Shah Alam.

2-6 September 2002The Government consultants organised the Course on Microsoft Exchange 2000 Server Design and Deployment for eight team members of the Government HRMIS Project Office at Menara MRCb in Shah Alam.

3-6 September 2002The HRMIS Project participated in the 2002 MSC Expo at the Mines Resort City in Selangor Darul Ehsan.

16 September 2002HRMIS Project Steering Committee Meeting No. 4 of 2002:• Approved the Government Directory Module v2.0 and Performance Management

Module v2.1;• Conditionally approved the Career Management Module v2.1.

19 September 2002The HRMIS briefing: Human Resourcing Module was held for the management of the Public Service Commission (PSC) at its headquarters in Kuala lumpur.

7 October 2002The Provisional Acceptance Test was carried out for the Knowledge base Module.

9 October 2002A Change Ambassador Discussion involving Change Ambassadors from the DVS, DID and SSDC was held at the head office of the Department of Veterinary Services in Kuala lumpur.

11 October 2002A briefing on the curriculum plan for Career Management Module was held at the PSD in Putrajaya. Nineteen representatives from the pilot agencies attended the briefing.

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17 October 2002The launch of the “list of Qualifications Recognised by the Government” in the Web Publishing Module in conjunction with the launch of the “list of Recognised Qualifications” book by the Minister of Education, Tan Sri Dato’ Seri Musa Mohamad, at the Putrajaya Marriott Hotel, IOI Resort.22-24 October 2002The Career Management Module User Course was conducted at Menara MRCb in Shah Alam for 22 members of the Government HRMIS Project Office and related divisions of the PSD (MSD, PSD and ITD). 29 October 2002The HRMIS Project Steering Committee Meeting No. 5 of 2002 accepted with conditions:• Competency Assessment Module v2.2 and Human Resourcing Module v2.1

in Package 2; and• Development Module v3.1 and Service Separation Module v3.2 in Package

3.28-30 October 2002The Career Management Module User Course was conducted at Menara MRCb in Shah Alam for 23 Human Resource Managers of pilot agencies. 31 October 2002The launching ceremony of the Career Management Module, Competency Assessment Module, Human Resourcing Module, Service Separation Module and Development Module was held at the PSD Auditorium in Putrajaya.

5-7 November 2002The Career Management Module User Course was conducted at Menara MRCb in Shah Alam for 15 Human Resource Administrators of the PSD.

25-29 November 2002The COGNOS Training Programme was held at Menara MRCb in Shah Alam for 20 members of the Government and Consultant HRMIS System Development Teams and representatives from the Information Technology Division of the PSD.

3 December 2002A Change Ambassador Discussion involving PSD Change Ambassadors was held at the PSD in Putrajaya.

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17-19 December 2002The Career Management Module User Course was conducted at Menara MRCb in Shah Alam for 23 Human Resource Administrators of pilot agencies other than the PSD.

20 December 2002The System Administration Course for the IT Administration of pilot agencies other than the PSD was conducted at Menara MRCb in Shah Alam. Eighteen participants attended the course.

26 December 2002The System Administration Course for 15 members of the Government HRMIS Process Office and related divisions of the PSD (MSD, SD and ITD) was conducted at Menara MRCb in Shah Alam.

30 December 2002The HRMIS Project Steering Committee Meeting No. 6 of 2002 accepted:• Employer-Employee Communication, Discipline and Relations Management

Module v3.2 in Package 3 with conditions;• Knowledge Base Module v3.2 in Package 3 with conditions; and• Asset Declaration Sub-Module.

6 January 2003The HRMIS project participated in the ICT Expo at the launch of IMATEC, INTAN in E-bitz Centre, bukit Kiara, Kuala lumpur.

14 January-7 February 2003The Package 2 HRMIS Application Course: Competency Assessment Module involved 6 groups of representatives from the pilot agencies. All courses were conducted at Menara MRCb in Shah Alam.

16-17 January 2003The Provisional Acceptance Test (PAT) was carried out on the Strategy Formulation and Review Module.

17-19 January 2003The HRMIS Project participated in the 2003 Sarawak ICT Expo: ICT - Catalyst for Development, which was held in Kuching and officially opened by Tan Sri Datuk Amar Dr George Chan Hong Nam, the Deputy Chief Minister of Sarawak.

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23-24 January 2003The Government HRMIS Training and Education Team conducted the Package 1 HRMIS Application: Personal Record Management Module, Personnel Data Module and Web Publishing Module Course for 25 representatives from the DID, SSDC and MAMPU at the Department of Irrigation and Drainage in Jalan Ampang, Selangor.

30-31 January 2003A Roll-Out briefing on the Career Management Module, Competency Assessment Module, Human Resourcing Module, Development Module, Service Separation Module, Employee Communication and Discipline Module, Knowledge base Module and Asset Declaration Sub-Module was held at the PSD in Putrajaya. A total of 70 participants representing the pilot agencies attended the briefing.

5 February 2003The Government consultants organised the Transfer of Technology for Web Publishing Module Programme for six team members of the Government HRMIS Project Office at Menara MRCb in Shah Alam.

17 February 2003The HRMIS Project Steering Committee Meeting No. 1 of 2003 granted permission to the MMSCb to complete Phase I of the HRMIS project.

19 February 2003A soft launch of the Employee Communication and Discipline Management Module, Knowledge base Module and Asset Declaration Sub-Module was held in conjunction with the PSD monthly assembly at the PSD Auditorium in Putrajaya. Representatives from the pilot agencies attended the event.

18-26 February 2003The HRMIS Project participated in the 13th Summit of Non-Aligned Movement (NAM) expo at the Putra World Trade Centre in Kuala lumpur.

24-28 February 2003The consultants organised the Supporting a Network Using Microsoft Windows Infrastructure Course for ten team members of the Government HRMIS Project Office at Menara MRCb in Shah Alam.

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6 March 2003The course on Human Resource Recruitment and Asset Declaration Sub-Module of the HRMIS application was conducted at the PSD in Putrajaya.

8 March 2003The HRMIS Project Management Office presented a paper, Human Resource on the Net: The New Strategies and Implications, during the Management Conference of the Ministry of Health at the Ibis City Hotel in langkawi, Kedah. The conference was attended by top officials and senior management of the ministry.

17-21 March 2003The User Course for the Human Resource Recruitment Module and Asset Declaration Module was held at Menara MRCb in Shah Alam for seventeen members of the Government HRMIS Project Office, representatives from the Federal Agencies of the PSD (MSD and SD) and Public Service Commission.

18-21 March 2003The consultants organised the Crystal Enterprise Design 1, 2 and 3 Course for five members of the Government HRMIS Project Office Team at the Training Room of Cetheus Sdn. bhd. in Damansara Intan, Petaling Jaya.

25-28 March 2003The consultant organised the Crystal Enterprise Administration and Web Development Course for the five members of the Government HRMIS Project Office Team at the Training Room of Cetheus Sdn. bhd. in Damansara Intan, Petaling Jaya.

25-26 March 2003The User Course for Human Resource Recruitment Module and Asset Declaration Sub-Module was conducted at Menara MRCb in Shah Alam for thirteen team members of the Government HRMIS Project Office and representatives from Federal Agencies (PSD and Treasury).

27-28 March 2003The User Course for Human Resource Recruitment Module and Asset Declaration Sub-Module was conducted at Menara MRCb in Shah Alam for eighteen Human Resource Managers and Administrators of the operating agencies (all pilot agencies).

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31 March-22 April 2003Three sessions of the HRMIS Application Human Resourcing Module and Asset Declaration Sub-Module Course and one session of the System Administration Module Course was conducted at Menara MRCb in Shah Alam in April 2003. The first session began on 31 March 2003 and the final session ended on 22 April 2003. A total of 85 participants attended the course.

1 April 2003A briefing on the preparation of the HRMIS Application Knowledge base Module, Service Separation Module and Development Module Course for members of the Government HRMIS Project Team was held at the PSD in Putrajaya. It explained the objectives of each module and target groups as well as helped to select suitable participants to attend the course.

14-19 April 2003The HRMIS Project Management Office held a Working Meeting on the Preparation of Values in the lookup Schedule of the HRMIS Application System at the Regency Hotels and Resort in Port Dickson. The 6-day session was attended by representatives from pilot agencies and process owners.

21 April 2003The Government HRMIS Project Team held an HRMIS Exhibition in conjunction with the PSD’s open day at the office of the Kedah State Secretary in Alor Setar.

28-30 April 2003A session of the HRMIS Application Knowledge base Module Course was held from 28 to 29 April 2003 and another session on Knowledge base Module System Administrator Course was held on 30 April 2003. These courses were conducted at Menara MRCb in Shah Alam. Twenty-six participants attended the courses.

29 April 2003The HRMIS Project Steering Committee Meeting No. 2 of 2003 decided that the pilot agencies would select 100 users from each agency to implement the HRMIS application modules that were launched.

6-23 May 2003Three sessions of the HRMIS Application Service Separation Module Course and one session of the Service Separation Module System Administration Course were conducted at Menara MRCb in Shah Alam in May 2003. The first session began on 6 May 2003 and the final session ended on 23 May 2003. A total of 48 participants attended these courses.

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22 May 2003The Government HRMIS Project Team organised an exhibition in conjunction with the HRMIS Human Resource Development Seminar at INTURA in Sungai Petani, Kedah.

3-20 June 2003Six sessions of the HRMIS Application Development Module Course and one session of the Development Module System Administration Course were conducted at Menara MRCb in Shah Alam in June 2003. The first session began on 3 June 2003 and the final session ended on 20 June 2003. A total of 81 participants attended these courses.

30 June 2003A meeting to verify the long-Term Manpower Planning Information Flow from the ministries/agencies to the PSD for the Strategy Formulation and Review Module (SFR) at Menara MRCb in Shah Alam.

1 July 2003A briefing on the preparation of the HRMIS Application Employee Communication and Discipline Management Module Course for the Government HRMIS Project Team members and Human Resource Management of pilot agencies was held at the PSD in Putrajaya.

1 July 2003The Provisional Acceptance Test for the Executive Information System/Decision Support System Module was carried out.

17 July 2003A briefing on the HRMIS Application Implementation Guidelines for Pilot Agencies on the Testing of 100 Users was held at the PSD in Putrajaya for representatives from pilot agencies.

15 July 2003Five sessions of the HRMIS Application Employee Communication & Discipline Management Module Course and one session of the Employee Communication & Discipline Management Module System Administrator Course were held at Menara MRCb in Shah Alam. The first session began on 15 July 2003 and the final session ended on 8 August 2003. A total of 116 participants attended these courses.

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31 July 2003The HRMIS Task Force (Government and Consultant) gave a briefing on the HRMIS to several Federal Statutory bodies at the Tabung Haji building in Kuala lumpur.

7 August 2003The HRMIS Project Steering Committee Meeting No. 3 of 2003:• Approved the Strategy Formulation and Review Module with conditions;• Noted the Proposal for the Implementation of HRMIS Application Integrated

Interface Development with the legacy Systems in the Government agencies; and

• Appointed MMCSb to undertake the development tasks of integration with legacy systems in 38 agencies that were involved in Phase I, subject to the approval of the Ministry of Finance.

22 August 2003The blaster and Sobig viruses crippled the Putrajaya Campus Network, causing web access (including access to the PSD HRMIS Database) to be disrupted.

27-29 August and 2-5 September 2003The Provisional Acceptance Test for the Remuneration, benefit & Reward Management Module was carried out to test the integration of all the eight sub-modules.

2-5 September 2003The HRMIS Project participated in the 2003 MSC Expo at the Mines Resort City in Selangor.

30 October 2003The HRMIS Project Steering Committee Meeting No. 4 of 2003:• Approved with conditions the Remuneration, Benefit & Reward Management

Module in Package 4;• Noted the Proposal for Improvement of the HRMIS Application System

pursuant to the implementation of the Malaysian Remuneration System;• Agreed that MMCSB carried out improvement works to the HRMIS Application

System in line with the Implementation of the Malaysian Remuneration System; and

• Agreed that FAT be carried out in stages on the completed modules without waiting for all modules to be completed.

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5-15 January 2004Four of the 10 sessions of the HRMIS Application User Course for the Strategy Formulation and Review Module were conducted in January. Six previous sessions were conducted in October and December 2003. A total of 194 participants attended the training for this module.4 February-1 March 2004The second session of the HRMIS application Final Acceptance Test (FAT) was carried out. This was a follow-up to the FAT that was conducted in December 2003. During testing, access to the HRMIS was closed to all pilot agencies.6 February 2004A briefing on the preparation of the HRMIS Application Remuneration, benefit and Reward Management Module Course for 12 representatives from the Government HRMIS Project Team and process owners in the PSD (Human Resource and Management Service Division, Salary and Allowance Division, and Training Division) was held at the PSD in Putrajaya.19 February 2004A briefing on the preparation of the Course on Remuneration, benefit and Reward Management Module of the HRMIS application for 20 representatives from the pilot agencies (other than the PSD) was held at the PSD in Putrajaya.8 March 2004A User Course for the Remuneration, benefit and Reward Management Module of the HRMIS application was conducted. Till the end of April 2004, 11 of the 17 planned sessions involved six of eight sub-modules in the module. A total of 221 participants attended the training.9 March 2004HRMIS Project Steering Committee Meeting No. 1 of 2004 approved:• Phase 1 of the HRMIS FAT in parts according to package;• FAT for Package 1;• Extension of contract to allow completion of Phase 1 by MMCSb.5-8 April 2004The Government HRMIS Project Team assisted the Ministry of Health HRMIS Implementation Team in organising the HRMIS Application System Administration training programme at the Dynasty Hotel in Kuala lumpur. A total of 60 participants, comprising human resource and system information officers from the State Departments of Health attended the programme.

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19 April 2004The review session on corrections made to the HRMIS Application Final Acceptance Test (FAT) outcome continued until 4 June 2004.27-29 April 2004The Government HRMIS Project Team gave a briefing on the HRMIS concept and rationale, explanation on Personnel Data, Performance Management Module, and hands-on training of the Personal Record Management Module to 13 participants of the Human Resource Management Special Course organised by INTAN.24 August 2004The HRMIS Project Steering Committee Meeting No. 2 of 2004 agreed to:• Extend the contract till 30 September 2004; and• Wrap up Phase I on 30 September 2004.7 December 2004The MMCSb was appointed by the Government to implement the HRMIS Application Improvement Project in line with the Malaysian Remuneration System.14 December 2004A HRMIS Application Improvement Project in line with the Malaysian Remuneration System Kick-off Meeting, attended by the Government HRMIS Project Team, process owners from the PSD and Government consultant representatives, was held at the PSD in Putrajaya. A total of 29 participants attended the meeting.

9-12 December 2004A User Requirement Verification Working Meeting for the HRMIS Application Improvement Project in line with the Malaysian Remuneration System was held in langkawi, Kedah. A total of 61 participants representing process owners, pilot agencies, the HRMIS Project Management Office and Government consultants attended the meeting.20 January 2005The HRMIS participated in the e-Government exhibition which was held in conjunction with the 6th Public Service Premier Event (MAPPA VI) organised by the National Institute of Public Administration at the Putrajaya International Convention Centre. The programme was attended by about 3,000 senior Government officials and Government Chief Executives.27 January 2005The first meeting on HRMIS Application Improvement Project Status Report in line with the Malaysian Remuneration System was held at the PSD in Putrajaya.

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25 February 2005The HRMIS Application Improvement Project in line with the Malaysian Remuneration System User Acceptance Test was held in IMATEC, INTAN, PSD, bukit Kiara in Kuala lumpur.

17 February 2005The Government consultants were allowed to continue with the development of the Executive Information System and Decision Support System (EIS & DSS).

25 February 2005A User Acceptance Test (first session) for the HRMIS Application Improvement Project in line with the Malaysian Remuneration System was held in IMATEC, INTAN, bukit Kiara in Kuala lumpur. A total of 38 participants comprising the Government HRMIS Project Team, process owners of the PSD and pilot agencies attended this session.

10-14 March 2005Two (2) review sessions of the updated HRMIS application modules and sub-modules after the HRMIS Application Improvement Project in line with the Malaysian Remuneration System User Acceptance Test, was held on 15 February - 4 March 2005 at the PSD in Putrajaya. Eight participants comprising members of the Government HRMIS Project Team attended the programme.

28 March 2005A User Acceptance Test (second session) for the HRMIS Application Improvement Project in line with the Malaysian Remuneration System for 23 pilot agency representatives was held at the PSD in Putrajaya.

29 March 2005A second meeting on the HRMIS Application Improvement Project Status Report in line with the Malaysian Remuneration System was held at the PSD in Putrajaya.

11-14 April 2005A repeat course for the Discipline Sub-Module of the HRMIS application was conducted for 24 pilot agency representatives from the federal public service and state public service at IMATEC, INTAN, bukit Kiara in Kuala lumpur.

25-28 April 2005The second Discipline Management Sub-Module Course of the HRMIS application was conducted for 14 pilot agency representatives from the Federal Statutory bodies, State Statutory bodies and local Authorities at IMATEC, INTAN, bukit Kiara in Kuala lumpur.

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March-April 2005In March and April 2005, various HRMIS application implementation activities were carried out by the PSD HRMIS Project Office in collaboration with pilot agencies. The list of pilot agencies and activities is as follows:

1. Public Service Department Activity: HRMIS Application Implementation Activity Meeting Date: 24 March and 26 April 2005

2. Department of the Sarawak Chief Minister Activity: Personnel Data Module Workshop Date: 22 and 23 April 2005

3. Ministry of Health Activity 1: HRMIS Application briefing to the Human Resource

Administrator of the Pahang State Health Department at the College of Nursing of the Tengku Ampuan Afzan Hospital in Kuantan

Date: 16-18 April 2005 Activity 2: Selangor NRD HRMIS Training and Application briefing in Shah

Alam Date: 25-27 April 2005

4. Kuala Lumpur City Hall Activity: Package 1 HRMIS Application Course at IMATEC, INTAN, bukit

Kiara Date: 4-6 April 2005

5. Majlis Amanah Rakyat (MARA) Activity: Package 1 HRMIS Application Course at IMATEC, INTAN, bukit

Kiara for human resource management and IT representatives from the MARA headquarters and State MARA Junior Science Colleges

Date: 18-20 April 2005

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29 April 2005The User Acceptance Test (second session) for the HRMIS Application Improvement Project in line with the Malaysian Remuneration System was conducted in IMATEC, INTAN, bukit Kiara in Kuala lumpur. A total of 78 participants from the Government HRMIS Project Team, process owner representatives of the PSD and pilot agencies attended this session.

27 October 2005The HRMIS Project Steering Committee Meeting No. 1 of 2005 agreed that the Government conducted the overall implementation of Phase II or appointed any party to assist.

28 February 2006The HRMIS Project Steering Committee Meeting No. 1 of 2006 decided to defer the acceptance of the EIS/DSS Module to allow for more detailed testing to be carried out using actual data. The module was approved on 12 June 2007.

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EVENTS IN PICTURES

Signing ceremony of the HRMIS Agreement on 1 April 1999.

Visit by the minister at the HRMIS Agreement signing ceremony on 1 April 1999.

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Senior Management Workshop: HRMIS To-be Process Detailed Design on 15-16 October 1999.

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HRMIS Workshop – Evaluation of Existing Processes at the Sheraton Hotel on 3-4 May 2000.

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HRMIS Workshop at the Singgahsana Hotel in Petaling Jaya on 1-2 March 2001.

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Visit by the Prime Minister at the HRMIS exhibition in conjunction with the MSC-Multimedia Asia Expo on 6-8 September 2001 at the Putra World Trade Centre.

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EIS/DSS Workshop at the Cyber view lodge Resor t & Spa Cyber jaya on 29-30 April 2002.

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MSC Expo at the Mines Resort City on 2-5 September 2003.

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HRMIS Project Management Office staff, January 2001.

2005 HRMIS team.

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H R M IS ba s e D a t a P r e p a r a t ion Wor k i ng Me e t i ng on 28 Nove mb e r - 1 December 2005.

Presentation of HRMIS Application Testers’ Certificate of Appreciation and HRMIS Implementation Working Meeting on 30 June 2005

EIS/DSS Module Working Meeting on 27-28 March 2006 in Port Dickson.

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2008 World Congress on Information Technology (WCIT) at the Kuala lumpur Convention Centre on 18-22 May 2008.

Working visit by the Kelantan State HRMIS Central Committee to the PSD on 2 December 2008.Working visit by the Kelantan State HRMIS Central Committee to the PSD on 2

2008 World Congress on Information Technology (WCIT) at the Kuala lumpur Convention

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HRMIS Project Steering Committee Meeting No. 1 of 2009 on 2 March 2009.

HRMIS briefing to the senior management of the Ministry of Culture, Arts and Heritage on 30 March 2009.

DICETAK OLEHPERCETAKAN NASIONAL MALAYSIA BERHADKUALA LUMPUR, 2011www.printnasional.com.myemail: cservice@printnasional.com.myTel.: 03-92366895 Faks: 03-92224773