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Table of Contents

Introduction ..................................................................................................................................... 2 Information Systems A Definition ............................................................................................... 3 An Overview of Maldives Police Service ...................................................................................... 4 Human Resource Department ........................................................................................................ 5 Human Resource Management System ......................................................................................... 7
Advantages of Using a Human Resource Management System ......................................................... 7 List of Business Activities .................................................................................................................. 8 Context Diagram ................................................................................................................................. 9 Diagram 0 (DFD 0) ........................................................................................................................... 10 Child Diagrams ................................................................................................................................. 12

Conclusion..................................................................................................................................... 14 Reference List................................................................................................................................ 15

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Introduction
The main objective of this report is to provide an accurate understanding of how the Human Resource Management System used in Maldives Police Service functions. In addition the report will contain what information systems are in general, an overview of Maldives Police Service, Human Resource Management System and the related diagrams with the business activities that take place in the system.

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Information Systems A Definition


Information Systems provide storage, processing and outputs for the information required by an organization or by a department with help of mechanical and human resources. (Rouse, 2011) There are different types of Information Systems: Transaction Processing Systems (TPS) Management Information Systems (MIS) Decision Support Systems (DSS) Office Automation Systems (OAS) Expert Systems/Artificial Intelligence (ES/AI) Group Decision Support Systems (GDSS) Executive Support Systems (ESS)

Human Resource Management System (HRMS) is a part of Information Systems which comes under Management Information System (MIS) which is use to aid the management of an organization.

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An Overview of Maldives Police Service


Police was formed around 70 years ago, by a law declared on 29th March 1933. Back then there were a very few officers in Police. At first they had a small building with three sections under it, political, theft and serious crimes. Complaints were given face to face until the late 1970s and if and investigation is to be carried out on someone, the complainer provides the Patrol Officer with required information written on a piece of paper. After the Police building was changed to NSS Library, they started growing rapidly, young officers started joining the Police. As they expanded requirement of a larger head office became essential. In 1985 they moved to the current Ministry of Defenses building. By this time new departments were formed and in 1999 Police Shifted to Shaheedh Hussain Adam Building. Finally on September 2004 Maldives Police Service was formed under the Ministry of Home Affairs. (Maldives Police Service, 2011)

Unlike early days of Police, now the Maldives Police Service uses many information systems to simplify and carry out tasks. These include: Medical Information System Custodial Information System Human Resource Management System Juvenile Management System Vehicle and Vessel Management System Finance and Accounts System Entry Management System Certificate Management System

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Human Resource Department


Human resource department responsible in the management of people in the organization. In Maldives Police Service, the human resource department comes under the Service Development Directorate. Under HR department the police handles the staff welfare and grievance unit, through which the organization tries to keep their employees satisfied and happy in the job.

Figure 1 below shows the organizational chart of the Maldives Police Service. As we are doing the project on Human Resource Management System, we have only highlighted the HR department and the units which come under that department.

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Figure 1 Organizational Chart of Maldives Police Service

Professional Standards Command Commissioners Bureau Strategic planning dept. Specialist Crime Command Central Operations Command Devisional Operations Command MPS Service Support Directorate Intelligence & Convert Policing Command Grievance Forensic Service Directorate Public Affairs Dept. Police Club/ Police Gym Police Family Association Human Resource Dept. Staff Welfare Unit

HR Management unit HR Development Unit

Police Shop

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Human Resource Management System


It is a software or an online solution for the data manipulation, reading and writing information of different tasks that take place in an organization or in a part of organization. This may include payroll systems, management systems, etc. (Heathfield, n.d.) Human Resource Management Systems are used to simplify the work of file based systems by making most of the tasks, automatic. This helps the organizations to improve their productivity. Maldives Police Service uses this system to keep the information related to its employees. This includes their personal and working details, salary details, information regarding taking leaves. Also it is used to handle information of new recruits and the employees that resigns.

Advantages of Using a Human Resource Management System


Compared to early days when Information Systems were not introduced to Maldives Police Services, lot of work has been simplified which helped them save time also with better results. Some of advantages related to Human Resource Management System used in Maldives Police Service, as published by CheckPointHR are as follows: Compared to old file based system, as most of the tasks are automated, it helps to save time, and to reduce the amount of labours needed in a particular tasks. As the time is saved by using a Human Resource Management System, the HR can focus on the areas they may not have had full attention before, this improves productivity. When files are maintained, entering data can cause errors, as it has to be entered over and over again. By using a Human Resource Management System, data need to be entered once or only a few times and the system does its work, helping to reduce errors, data redundancies and loss of data. Another benefit is that creation of reports becomes automated. Again a lot of time is saved and workload is reduced. When Information Systems are used, employees get access to the information required and change it if needed, or send a request like a leave request without going to HR and doing all the paperwork. This helps to improve employees morale as it helps them to feel and know they have more access to benefits and at the same time reducing paperwork. (CheckPointHR, 2011)

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List of Business Activities


Like any other Information System, Human Resources Management System used in Maldives Police Service, records, edits, reads and writes data according to the requirements. It also collects data in-order to create documents like reports and lists. The step by step business activities of Human Resource Management System are as follows; Each employee is given a username and a password to enter the system When an employee log in, it is verified and stored in confirmed logins Human Resource (HR) department provides employees personal and working information. System checks the data to verify the employee with help of login details and the information present on Employee Records. Supervisors provide working hour details which then gets calculated for total hours and stored in Working Hours Record. HR department provides system with salary distribution information and system updates the salary records of employees. When updating salary records, salary details are taken to another process which manages employee details with employee information, salary and hours worked. This process sends work attendance of employees to HR department. Salary records are used to create salary documents; list of all the records are sent to accounts department and individual reports are given to employees. When employees apply for leave it processes the leave, meaning the information gets checked and is stored leave records. Leave request are taken from file and employee records are checked for available leaves. Employees record gets updated with leave request information before sending a leave list to HR and leave summary to employee.

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Context Diagram
This is the highest level in a data flow diagram. Context diagram have only one process, labelled zero 0, which represents the entire system. Diagram contains all the external entities with the data flow from entities to the system and vice versa. It does not contain the data stores. (Kendall & Kendall, 2010)
Figure 2 Context Diagram for the Human Resource Management System.

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Diagram 0 (DFD 0)
Diagram 0 is an in-depth version of the context diagram. The inputs and outputs remain the same as in the context diagram while the single process that was labelled as zero 0 is broken into smaller sub processes. Most number of sub processes kept in this level is 9. This is because including more can result in a disorderly arranged diagram which is hard to understand. This diagram consists of original data flows and entities, plus the data stores and the new data flows that occurs when sub processes takes place. (Kendall & Kendall, 2010)

Figure 3 on the next page shows the Diagram 0 for the previous (Figure 2) Context Diagram.

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Figure 3 Diagram 0 for the Human Resource Management System.

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Child Diagrams
Child diagrams represents further broken sub processes in the Diagram 0. The sub process that gets broken further is called the parent process. When this is done it results as a child diagram. These diagrams can only have the same input and output as the parent process and they must be shown. Mainly the entities are ignored from the child diagrams. Only the data flows, child processes and data stores are shown. (Kendall & Kendall, 2010)

The child diagram is given the number of the parent process. The child process are number in the form parent process number with decimal point followed by a unique number given to each child process. Example on Figure 4 on the next page shows that the child processes of parent process 4 is marked as 4.1, 4.2. This shows that these child processes perform on a same level as the parent process. (Kendall & Kendall, 2010)

The child diagrams for the process 4 (Manage Employee salary Details), 5 (Manage All Employees Records) and 6 (Produce Salary Documents) are shown on the next page.

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Figure 4 Diagram 4

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Figure 5 Diagram 5

Figure 6 Diagram 6

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Conclusion
As Maldives Police Service has many branches functioning in all the atolls of the country, having an Information System like Human Resource Management System can help them save time, cut down costs on paperwork and have more control in management of the whole system (Maldives Police Services). From a System Analysts point of view it is important to know how a system functions before going to the implementation stage. However to implement and carry on with this system or any other Information System, cost needs to be incurred on training the employees to use the system.

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Reference List
CheckPointHR. (2011, March 30). Retrieved from http://www.checkpointhr.com/industryarticles/top-five-benefits-of-human-resource-management-systems Heathfield, S. M. (n.d.). Retrieved from http://humanresources.about.com/od/glossaryh/a/hris.htm Kendall, J. E., & Kendall, K. E. (2010). Systems Analysis and Design. New Jersey: Prentice Hall. Maldives Police Service. (2011, April 6). Retrieved from http://www.police.gov.mv/page/22343 Rouse, M. (2011, March). Retrieved from http://whatis.techtarget.com/definition/ISinformation-system-or-information-services

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