Pratigya Sharma

Bhatbhateni Supermarket

a. List down the important elements that Mr. Rai needs to consider while preparing
cost-benefit analysis for his proposal to management committee.

Mr. Rai should consider the following elements while preparing cost-benefit analysis for the
proposal:

1. Specify goals and objectives:

This element is perhaps the most important because before you can decide if a project is
worth the effort, you need a clear and definite idea of what it is set to accomplish. Mr.
Rai should have specific goal that he should convey to the management committee to
draw their attention.
2. Cost calculation
Mr. Rai must make sure he has considered all the different types of costs that will incur.
He should take direct as well as the indirect costs under consideration and leave no cost
uncalculated. The total cost should include vendor cost, setup cost, implementation cost,
training cost, productivity cost and the cost required to upgrade or install new technology
and software.
3. Risks and possible consequences
Mr. Rai must make sure he has calculated all the risks that the project can bring out. He
should calculate the possible consequences and compare it to the goal. There can be
many risks associated with an entirely new system. He must make sure that he has
contingencies to mitigate such risks.
4. Quantify the benefits
Mr. Rai must quantify the benefits that the project suggests to make sure it is more
compelling to the management committee. Number adds value to any argument.
Therefore, Mr. Rai should quantify the possible benefit instead of just mentioning them.
5. Problems and their solution through the project
Mr. Rai must make sure that he mentions all the problems that the company is facing and
how the project would help to solve those problems.
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6. Company’s current situation

Mr. Rai also should be most certain about the current financial and resource situation of
the company. He should have knowledge about the company’s resources in order to have
the most viable system for the company that the company can afford and use with the
available resources.
b. Who do you think will be the users of the system? What will be the use of HRIS for
then and what will be access level for them?

Users Uses Level of access

1. Management  Decision making Overall information in the
Committee  Monitoring system (employees, reports
etc)

2. HR Manager  Decision making  Employee

 Performance information
management  Attendance
 Support information
 Payroll management  Performance reports
 Attendance  Salary sheets
management
 Recruitment and
selection
3. Employees  Profile management  Updated company
 Performance updates policies
 Compensation  Attendance
information information
 Performance reports
4. IT Managers  Evaluate and  All the functions
improve the system and information
as per the need of the after authorization
organization
5. Job seekers  To apply for the  Result
vacant position announcement
Pratigya Sharma

posted in company’s section

website
 View results
6. Supervisors  Evaluate  Performance repost
performance of of immediate
immediate subordinates
subordinates
 Provide feedback
and comments

c. Draft a Request for Proposal that Bhatbhateni will publish in newspaper.

HUMAN RESOURCE INFORMATION SYSTEM

REQUEST FOR PROPOSAL
Bhat-Bhateni is Nepal’s leading supermarket and departmental store chain, spread out in
Kathmandu the capital city and economic hub and in all major cities around the country.
Bhat-Bhatenis one of Nepal’s most trusted brands and sees a daily footfall of over
100,000 patrons.
As Nepal’s largest retail chain, across 15 locations with 4,500 employees Bhat-Bhateni
with the increase in market coverage, management of human resource has become more
and more complex and is in need of comprehensive Human Resource Information System
(HRIS). We would like to invite your company to participate in this Request for Proposal
(RFP). The purpose of this RFP is to allow several qualified suppliers to submit their best
proposal for this service.
Proposals are due no later than 5:00 p.m., Friday, June 25, 2020. Any proposals received
after this deadline may be returned to the offerer unopened. The Authority reserves the
right to reject any and all proposals, and/or divide any project into sections.
All the information and format required in the proposal is in the company’s website:
https://www.bbsm.com.np/.
Inquiries and requests for proposal packets should be addressed to:
Mrs. Joe N. Malla, Executive Director
Pratigya Sharma

Bhatbhateni Supermarket
joe@bbsm.com.np

d. Prepare a context flow diagram for payroll system of the store.

e. Leaving regular staff and enrolling new staffs is a regular phenomenon in the Store.
How do you think Mr. Rai can benefit from HRIS in the situation?
There are many instances when employees are rotated so that their job is not clerical.
Otherwise, there is a grave problem of retention in stores like Bhatbhateni. Many
employees just join for experience and leave. It is very essential that stores like
Bhatbhateni have a strong recruitment and selection team because there might be
shortage of employee at any time. They most certainly have to recruit at least once a
month. The entire recruitment process would be tiring to do every month. Therefore,
HRIS can help in this situation.
1. HRIS automates the clerical process in recruitment which reduces the work load of
HR department and they can engage in other activities.
2. They can have the applicants in their inventory to contact whenever they are in need
of new employees.
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3. They can use employee referral programs that can reduce cost of a normal
recruitment.
4. The shortlist of the employees would be done through an automated system.

f. List down possible hindrances Mr. Rai might face in implementing the system. How
can he ensure smooth implementation of the system?
Introducing HRIS can bring many issues mainly during the implementation process.
Introducing a system that might affect the way the employees work at this point in time
could bring many issues. The issues are mentioned below with the approaches to solve
such issues.
1. Employees’ reluctance to adapt to the new system
The new system would impact the way the HR department functions. Some employees in
the department might even have no work to do because of this automated system.
Therefore, the department might be reluctant to adapt this system in their work.
Solution:
Just informing the employees about the change in system is not enough, they will have to
be well informed about the implications of the systems and what the employees who were
previously responsible to do this job are going to do now. They will have to discuss with
the employees about the changes in the job and what other jobs they will be assigned if
not this. This would reduce their reluctance to some extent as they will be ensured that
their jobs are secured.
2. Difficult to communicate and train
There might be problems in communication about the system. They might not understand
the system and delay the work even more. The training for using this system might be
even more difficult because the training must be virtual which is difficult to grasp for
many people.
Solution:
Continuous supervision from the people who are installing the HRIS would be necessary
in this case. The vendors selling the HRIS for recruitment and selection could be given
extra incentives to train and supervise the employees using this system.
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3. Increase in delay of work

Bhatbhateni wants to implement the HRIS to automate because they wanted to enroll
new employees at a faster rate to serve the customers. But the new system could backfire
as the organization is not used to the system. It might delay works of recruitment and
selection because the employees need to be trained first to use the system and then use it
for recruitment. The first time users without supervision can create many errors as well.
Solution:
The employees are not well acquainted with the system and training would definitely
delay the work. Therefore, Bhatbhateni could resort to the vendors for help. They could
pay extra incentives for training and continuous support and supervision.
4. Threat of security
Bhatbhateni is in a hurry to introduce this system. In a hurry they might not select the
right vendor. Currently, there is a threat of a hacker in the Nepali market. They could
select service without any security or data protection and keep the safety of their
employees in threat.
Solution:
Vendor selection is a very necessary step in HRIS installation. They should find a vendor
with a reputation in the market. They can find out which vendor is providing such facility
to other organizations for the longest time and are trustworthy.
5. Selection of unfit system
Because Bhatbhateni is in a hurry to select an HRIS; they might select the HRIS that is
not fit for their organization. They might not have time to analyse if the system fits the
organization and the environment of the organization and choose something that is not fit
for the organization and realize it much later.
Solution:
Employees from all the departments should be included in the process of system
selection. The representatives should give their insights about what kind of system would
be the best for their department and management can select the system that fulfills the
combination of demands from all departments. The employees that are actually
responsible to use the system should be involved as well.
The step-wise approach would be:
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1. Information about the situation and the step organization is taking to all the employees
2. Communication with all the different department about the new plan and their feedback
regarding the system
3. Selection of the system by taking all the feedbacks and comments from the employees
and future users under consideration 
4. Selection of a reliable vendor with a good reputation.
5. Develop plan for training the employees to use the system
6. Develop incentive plan for the vendor exchange of the after sales support
7. Monitor the change
8. Evaluate the system by talking to the users and participants