Name: Simbarashe Mkundu
Course: BBMIT
Reg_no R211891H
Year: 4.2 Parallel
Company: City of Harare
Topic: Design and implementation of Employee Management
System Robotic Metrics
Introduction
1.0 Introduction
This chapter will provide an introduction to the study of the development of robotic metrics
employee management systems by first discussing the background and context of the company
in question that is the City of Harare, followed by the statement of the problem, the research
objectives, and research questions, the significance of study, assumptions, followed by
delimitations of the study and the limitations, definition of terms and, lastly the chapter
summary.
1.1 Background to the Study
The City of Harare consists of many departments such Chamber Secretary Department, Harare
Water Department, Department of Works, and so on. However, for this project, we will focus on
the Town clerk department and Finance Department, where the ICT department and Salaries
wing are situated at the Rowan Martin Building PO Box 990 in the CBD of Harare. Now let us
look at how the City of Harare is currently operating as of now. When an employee arrives for
work early in the morning, the first thing he/she does is to sign in on a hardcopy book at the
helpdesk corresponding with the day of the month. Below is an example of the register that is
used for signing in.
Fig 1. Employee register
The days will be numbered 1 to 31. Where there are small double lines are weekends meaning,
work is five days a week. Each employee signs on the day of the month in line with his/her
name. Therefore an employee can only log in but not log off because there is no option for the
employee to log off.
Furthermore, when it’s the end of the month a copy of the page needs to be photocopied by each
single employee and get a stamp on it from the salaries wing before submitting it to the human
resource department. Therefore after getting a stamp on it (take note the submission is on the last
day of the month), you (the employee handedly go to the human resource department and submit
your copy of the register. This means that on the last day of each month, every employee does
this process. After submission, these copies are then used for payroll checking the number of
days reported for work and running the payroll.
1.2 Statement of the problem
When an employee is signing in for duty, there is a hardcopy handwritten book where each
employee's name is listed and dates numbered for example for the month of November from 1 to
30. So each employee puts his or her signature on the day of the month for instance, if it’s the
10th of November you put your signature there. When submitting this register each employee
ticks where his or her name is. On that note that same register is not monitored by anyone which
means a person may report to work on Friday and still sign the register from Monday to the
current date.
The same register is used by the finance team to run salaries based on the number of days an
employee attended work, the more you report to work the more you will earn, the opposite is true
in the event of absenteeism. On another note, this register is submitted individually on the last
day of the month, and failure to do so means no pay for you as an employee even though you
reported for duty all the other days.
In summary, the company is paying people who are not reporting for duty many days of the
month, which is a loss to the City of Harare. Also, those who fail to submit the register when
needed do not get salaries which is raising a lot of complaints by employees. Again the process
of submitting registers individually is too much work for the people who run the payroll which is
time-consuming and tiresome resulting in a lot of errors.
1.3 Research objective(s)
1. To automate payroll processes by using Robotic Process Automation (RPA),
analyzing employee data such as salary, pay cycles, overtime, and scheduling patterns
2. To identify trends in employee sentiment analysis using metrics
3. To monitor employee performance by tracking how long employees are working on
their screen (computer) as well as breaks
1.4 Research question(s)
1. How do monitoring screen time and break patterns impact the assessment of employee
performance and productivity in the workplace?
2. How can Robotic Process Automation (RPA) improve the efficiency and accuracy of
the payroll process by analyzing employee data such as salary, pay cycles, overtime,
and scheduling patterns?
3. What are the key metrics that reveal trends in employee sentiment over time, and how
do these trends correlate with organizations
1.5 Statement of the hypothesis
Implementing the system will improve overall employee productivity, engagement, and
satisfaction by automating repetitive HR tasks, providing personalized feedback and
development recommendations, and facilitating data-driven decision-making.
Organizational Efficiency
Ho: The system does not significantly reduce the time spent on HR processes.
H1: The system significantly reduces the time spent on HR processes.
Employee Satisfaction:
Ho: The system does not lead to a significant increase in employee satisfaction.
H1: The system leads to a significant increase in employee satisfaction.
1.6 Significance of the study
Highlighting the significance of the study is crucial to convey the importance and relevance of
the project. Here are some key points on the significance of the study for an employee
management system project proposal:
Increased Productivity
The automation and machine learning capabilities that are common with most employee
management systems can help HR departments accomplish more with less effort. Here we will
look at operational efficiency and performance tracking evaluation in detail.
Operational Efficiency. An efficient employee management system can streamline HR processes,
automate routine tasks, and reduce administrative burden, allowing employees to focus more on
core job responsibilities. By enhancing operational efficiency, the system can help employees
work more effectively and productively, leading to increased output and better utilization of
resources.
Performance Tracking and Evaluation. The system can facilitate real-time performance tracking,
goal setting, and feedback mechanisms, enabling managers to monitor employee progress,
provide timely feedback, and address performance issues promptly. By promoting a data-driven
approach to performance evaluation, the system can help identify top performers, recognize areas
for improvement, and align individual goals with organizational objectives, thus boosting
productivity.
Richer employee experiences
Mobile self-service features, online training and upskilling programs, and flexible pay options
are just a few of the ways technology can enrich the employee experience.
An employee management system can offer personalized development plans, training resources,
and career path guidance tailored to individual employee skills and aspirations. By providing
opportunities for continuous learning and growth, the system can enhance employee
engagement, job satisfaction, and overall experience within the organization.
Actionable insights
Performance Metrics and Analytics: Employee management systems can capture and analyze
key performance metrics such as productivity levels, attendance rates, and task completion times.
By leveraging analytics and data visualization tools within the system, organizations can gain
valuable insights into employee performance trends, identify areas for improvement, and make
data-driven decisions to optimize workforce productivity.
Employee Engagement and Satisfaction Surveys: These systems can facilitate the distribution of
employee engagement surveys, satisfaction questionnaires, and feedback mechanisms to gather
employee insights. By analyzing survey responses and feedback data within the system,
organizations can gauge employee sentiment, identify areas of concern, and implement targeted
strategies to boost engagement, morale, and job satisfaction.
Secure information
To deter hackers and prevent security breaches, employee management typically uses multi-
factor authentication, data encryption, and fraud detection, which will enable only authorized
personnel to access data or information that is City of Harare employees.
Improving Employee Engagement and Satisfaction:
A well-designed employee management system can enhance communication, provide self-
service options, and empower employees, leading to higher engagement and satisfaction levels.
Happy employees are more productive and likely to stay with the organization.
Data-Driven Decision Making:
An effective employee management system can provide accurate and real-time data on various
HR metrics, such as attendance, performance, and turnover rates. This data can enable data-
driven decision-making and strategic planning.
1.7 Assumptions
Assumptions refer to the underlying beliefs or premises that the researcher takes for granted
when conducting the study. These assumptions are fundamental to the research process and help
shape the methodology, scope, and conclusions of the study. Here are some of the assumptions
that the researcher took into consideration
Market Assumptions:
The target users within the organization are open to adopting a new system and have a basic
understanding of EMS concepts. The system will integrate seamlessly with existing software
applications used by the organization.
Resource Assumptions:
Technical Expertise. The assumption is that the successful development and implementation of
an employee management system require a team with diverse technical skills, including software
development, database management, user interface design, and system integration. An adequate
budget has been allocated for the procurement, implementation, and training related to the
system. A project team consisting of a project manager, IT specialists, and end-user
representatives will be available for the duration of the project. Sufficient training resources and
materials will be provided by the organization.
Technology Assumptions:
The assumption is that market trends favor cloud-based employee management systems that
offer scalability, flexibility, and cost-effectiveness. Integration with emerging technologies like
AI, machine learning, and biometrics is gaining traction. The organization's IT infrastructure
meets the minimum system requirements for the proposed system. Technical support from the IT
department will be readily available during the implementation and post-implementation phases.
Data migration from the existing systems to the new EMS (Employee Management System)
platform can be completed without significant data loss or corruption.
Regulatory Assumptions:
Data Privacy Regulations. The assumption is that compliance with data privacy regulations, such
as the General Data Protection Regulation (GDPR). The EMS system complies with relevant
data protection regulations. Necessary permissions to access and store customer data within the
EMS system have been obtained.
Timing Assumptions:
The implementation of the EMS system will commence on the proposed start date which is yet to
be confirmed and is expected to be completed within six months.
Development Timeline. The assumption is that the development of an employee management
system typically follows a structured timeline, encompassing requirements gathering, system
design, coding, testing, and iteration phases. The timeline may vary based on the complexity of
the system and the resources available.
Implementation Schedule. The assumption is that the implementation of an employee
management system within an organization involves careful planning and coordination to ensure
a smooth transition. The timeline for implementation may include data migration, user training,
system configuration, and rollout phases.
Stakeholder Assumptions:
Key stakeholders, including department heads and end-users, will actively participate in system
requirements gathering and user acceptance testing.
HR Department. The assumption is that the HR department is a key stakeholder with a primary
interest in the employee management system, as it impacts HR processes such as recruitment,
onboarding, performance management, training, and compliance.
Employees. The assumption is that employees are critical stakeholders whose engagement,
satisfaction, and user experience with the system can influence its adoption and effectiveness.
Their feedback and buy-in are essential for successful implementation.
Management. The assumption is that organizational leaders and managers are stakeholders who
seek insights and analytics from the system to make informed decisions related to workforce
planning, performance evaluation, talent development, and resource allocation.
IT Department. The assumption is that the IT department is a key stakeholder responsible for the
technical implementation, integration, maintenance, and security of the employee management
system. Their expertise is crucial for system stability and data protection.
Finance Department. The assumption is that the finance department is a stakeholder interested in
the cost implications, return on investment, budget allocation, and financial benefits associated
with the employee management system.
1.8 Delimitations of the study
Delimitations refer to the boundaries or limitations that the researcher establishes for their study.
Delimitations help define the scope of the research by specifying what aspects are included and
excluded. By outlining delimitations, the researcher can clarify the focus of their study and
provide context for interpreting the results.
Scope of the study:
The study will focus on the design, development, implementation, and evaluation of an employee
management system within the City of Harare. It will explore the impact of the system on HR
processes, employee performance, data management, and organizational efficiency through the
use of artificial Intelligence (metrics, Robotic Process Automation). The study will consider the
perspectives of key stakeholders, such as HR professionals, employees, managers, IT staff, and
legal/compliance teams.
1.9 Limitations
These are factors that may affect the validity or generalizability of the study's findings. The
researcher must acknowledge and address these limitations to provide a clear understanding of
the scope and potential constraints of the research. Here are some common types of limitations
that researchers might encounter.
Budget Constraints:
The allocated budget may limit the scope of customization and integration with other systems.
Scope Creep, budget constraints may not account for potential scope creep, where the project
scope expands beyond the initial plan. Additional features or requirements can increase costs and
strain the budget.
Unforeseen Expenses, despite thorough planning, unexpected expenses may arise during the
development and implementation phases. Budget constraints may not adequately cover these
unforeseen costs, leading to budget overruns.
Underestimation of Costs. Initial budget estimates may underestimate the actual costs of
developing and maintaining the employee management system. Inaccurate cost projections can
lead to budget constraints that are insufficient to complete the project successfully.
Resource Limitations:
Limited availability of key stakeholders for requirements gathering and user acceptance testing
due to ongoing operational commitments.
Skill Shortages. Resource constraints may be affected by a lack of specialized skills or expertise
within the development team. This can lead to delays, errors, or the need to hire external
resources at additional costs.
Time Constraints:
Limited time resources can impede the development, testing, and deployment phases of the
project. Tight deadlines may compromise quality, thorough testing, and adequate training for
users. The aggressive timeline of 6 months for implementation may pose challenges in the
testing and training phases.
Technical Limitations:
Integration with certain legacy systems may be complex and time-consuming, potentially
causing delays in deployment.
Integration Challenges. Integration with existing systems (such as payroll, HRIS, or time-
tracking software) can pose technical challenges due to different data formats, APIs, or
compatibility issues. Limited integration capabilities may restrict the system's functionality.
Scalability. Technical limitations related to scalability can affect the system's ability to handle a
growing number of users, data volume, or concurrent operations. Inadequate scalability can lead
to performance issues and system downtime as the user base expands.
Performance. Technical constraints on system performance, such as slow response times, high
latency, or system bottlenecks, can impact user experience and productivity. Performance
limitations may arise from inefficient code, database design, or server capabilities.
1.10 Definition of terms
In this section, the author provided clear and concise explanations for the key terms used in the
study. This section is important because it helps readers understand the specific meanings of
terms within the context of the research.
Employee Management System:
An employee management system is a software application that facilitates the centralized
management of employee information, including profiles, attendance, performance evaluations,
payroll, and other HR-related data. It streamlines HR processes and enhances organizational
efficiency.
HRIS (Human Resource Information System):
An HRIS is a type of software system that integrates various HR functions, processes, and data
into a single platform. The employee management system in this project serves as an HRIS for
the City of Harare.
User Roles:
User roles define the permissions and access levels that users have within the employee
management system. Common user roles may include administrators, managers, HR staff, and
employees, each with specific rights and restrictions.
Attendance Tracking:
Attendance tracking involves monitoring and recording employees' work hours, absences, leaves,
and overtime. The employee management system will feature tools for automated attendance
tracking and reporting.
Performance Evaluation:
Performance evaluation refers to the process of assessing employees' job performance, setting
goals, providing feedback, and identifying development opportunities. The system will include
modules for conducting performance reviews and storing performance data.
Payroll Management:
Payroll management encompasses the calculation, processing, and distribution of employee
salaries, wages, and benefits. The employee management system will automate payroll tasks, tax
calculations, and compliance reporting.
Leave Management:
Leave management involves managing employees' requests for time off, tracking available leave
balances, and ensuring compliance with company policies and labor laws. The system will
include features for requesting, approving, and tracking leave.
Employee Self-Service (ESS):
Employee self-service allows employees to access and manage their personal information,
submit requests, view pay stubs, update contact details, and participate in performance
evaluations through a self-service portal within the employee management system.
1.11 Chapter Summary
This chapter outlines the proposal for the design and implementation of Employee Management
System Robotic Metrics. We first looked at the introduction, followed by the background of the
study and statement of the problem, then research objectives and research questions, statement of
hypothesis, the significance of study, assumptions, and delimitations of the study, limitations and
definition of terms. In the next chapter will look at literature review in detail.
