human resource management system automation - Tourism Malaysia

SPESIFIKASI PELAKSANAAN AUTOMASI 

SISTEM SUMBER MANUSIA & PENTADBIRAN 

(HUMAN RESOURCE MANAGEMENT SYSTEM AUTOMATION) 

DI TOURISM MALAYSIA 

1. Tujuan Pelaksanaan 

Pelaksanaan ini bertujuan untuk pelaksanaan automasi data kerja-kerja Unit 

Perancangan Sumber Manusia, Bahagian Sumber Manusia dan Pengurusan, Tourism 

Malaysia 

2. Latar Belakang 

Tourism Malaysia menggunapakai HRMis Dan SISPENs (JPA) dalam semua aktiviti 

penyimpanan data Sumber Manusia, termasuk membangunkan sendiri sistem HR 

Personel sebagai pangkalan data, arkib, rujukan dan kemaskini Buku Perkhidmatan. 

Bagaimanapun, sistem HRMis ini didapati tidak stabil atas beberapa faktor dan SISPENs 

telah digantung penggunaannya kerana masalah teknikal, sementara sistem HR 

Personel amat terbatas aplikasinya. Ini menyebabkan banyak kerja-kerja kini dilakukan 

secara manual, yang mana mengambil masa serta tidak selaras di antara satu unit 

dengan unit lain. 

Tourism Malaysia bercadang untuk membangunkan automasi sistem dengan 

menggabungkan aplikasi semua sistem sedia ada, termasuk penambahbaikan aplikasi 

data (reporting) bagi kegunaan Bahagian Sumber Manusia dan Pentadbiran khususnya 

Unit Perancangan Sumber Manusia (HRP). Automasi sistem ini dicadangkan mampu 

memberikan data dan reporting terkini berkaitan semua data pegawai dan kakitangan, 

terutamanya berkaitan dengan Buku Perkhidmatan. 

Automasi data ini akan meliputi kesemua pegawai dan kakitangan Tourism Malaysia 

seramai 1127 pekerja di ibu pejabat serta 13 pejabat negeri, 23 pusat penerangan 

pelancongan dan di 44 pejabat luar negeri. 

Selain itu, terdapat seramai 113 pesara pegawai dan kakitangan Tourism Malaysia sejak 

1989 dalam data sedia ada.

3. Cadangan Plan/Skop Kerja 

Membangun keperluan automasi data kerja-kerja Unit Perancangan Sumber Manusia, 

Bahagian Sumber Manusia dan Pengurusan, Tourism Malaysia. Di mana data ini 

melibatkan status perkhidmatan dan data peribadi bagi sasaran 1200 pekerja termasuk 

kontrak, kakitangan pencen, kakitangan pejabat luar Negara dan pejabat negeri. Skop 

kerja merangkumi proses membangun atau upgrading automasi data di Bahagian 

Sumber Manusia iaitu: 

a. Membangun Master Data dan aplikasi/jenis laporan 

b. Membangun Dashboard (organizational chart) 

c. Pautan/Menyelaras HR Personal sedia ada dengan automasi sistem baru 

d. Membangun Online Job Application (melalui laman web Tourism Malaysia) 

4. Perkakasan sedia ada 

4.1. Server : 

pembelian server adalah secara berasingan. Sila nyatakan spesifikasi server 

yang diperlukan bagi sistem ini 

4.2. Pangkalan Data 

Oracle 11g atau Ms SQL Server 2005 

5. Skop Perkhidmatan 

Vendor perlu menyediakan perkhidmatan-perkhidmatan seperti berikut: 

a) Membuat instalasi perisian-perisian yang diperlukan bagi pelaksanaan ini di server 

(pembelian server adalah secara berasingan). 

b) Membangun atau menyediakan software/master data/ dashboard tailor-made (mana 

yang berkaitan) bagi tujuan di atas, dengan ciri terkini, user friendly, boleh di upgrade 

dan diubahsuai mengikut keperluan 

c) Melaksanakan migrasi data dari sistem-sistem yang sedia ada. (Sumber data: Oracle 

dan Ms Excel) 

d) Memastikan sistem ini boleh di akses (full access) sekurang-kurangnya kepada 10 

pengguna di BSMP

e) Merancang dan menyedia keperluan untuk mengakses data dari semua sumber 

yang diperlukan untuk pembangunan sistem-sistem tersebut, termasuk berhubung 

dengan Bahagian Teknologi Maklumat dan e-Pemasaran bagi rujukan dan kelulusan 

f) Merancang dan membangun sistem back-up bersesuaian bagi semua kerja di atas 

g) Merancang dan membangun modul keselamatan bersesuaian bagi semua kerja di 

atas 

h) Mengemukakan pelan dan prosedur pelaksanaan yang akan diimplementasikan 

secara terperinci. 

i) Menyatakan pengurus projek (project manager) dan ahli projek (project team) yang 

terlibat dalam pelaksanaan ini. 

j) Menyatakan warranty period yang diberikan. 

k) Menyerahkan dokumentasi yang lengkap bagi pelaksanaan ini. 

l) Memastikan data dari sistem dapat di push ke HRMIS bagi memastikan data di 

HRMIS sentiasa di kemaskini 

6. Jadual Pelaksanaan 

a) Tempoh pelaksanaan aplikasi ini mestilah diselesaikan dengan jaya sebelum 2013. 

b) Vendor perlu menyatakan secara terperinci jadual pelaksanaan. 

c) Menyediakan gant-chart projek, serta laporan dwi-mingguan progres pembangunan 

sepanjang kerja dilaksanakan. 

7. Latihan 

a) Vendor perlu menyatakan latihan yang akan dikendalikan untuk pelaksanaan ini 

serta membekalkan manual pengguna dengan jumlah yang mencukupi. 

b) Latihan kepada pegawai teknikal perlu diadakan agar pemindahan teknologi dapat 

dilakukan supaya ia dapat disenggarakan sendiri di masa akan datang.

8. Jadual Kos 

Vendor perlu mengemukakan: 

a) Kos bagi pelaksanaan ini secara terperinci 

b) Terma pembayaran yang dicadangkan 

c) Kos penyenggaraan bagi tahun berikutnya 

9. Lain-lain 

Vendor perlu: 

a) Menyatakan perisian yang digunakan bagi pelaksanaan ini secara terperinci. 

b) Menyatakan support services yang ditawarkan. 

c) Menyatakan pengalaman kerja yang lepas dalam pelaksanaan yang sama. 

Keutamaan akan diberikan kepada vendor yang telah menjalankan kerja berkaitan di 

mana-mana kementerian/agensi. 

10. Pegawai yang boleh dihubungi : 

10.1. Cik Rafidah Idris : 03-88918950 

10.2. En Mohd Hafezin Khadiri : 03-88918952/8955

SCOPE OF WORKS, TECHNICAL SPECIFICATIONS AND FUNCTIONAL 

REQUIREMENTS 

FOR HUMAN RESOURCE MANAGEMENT SYSTEM AUTOMATION, TOURISM 

MALAYSIA 

Column Name 

Comply 

(Y/P/N) 

Remarks 

Description 

Y - Fully support function/feature with no customization required 

P - Partially support function/feature which requires customizations 

N - Does not support function/feature 

Please provide detail information of the proposed solution 

No Requirements Comply 

(Y/P/N) 

1. CROSS FUNCTIONAL CAPABILITIES 

1.1. Single Sign On integration 

1.2. Interface to third party system (such as HRIS 

System) to accept and exchange data (data 

synchronization) 

1.3. Interface with payroll systems 

1.4. Multilingual usage 

1.5. Use of multiple currencies 

1.6. Supports for unlimited number of languages 

1.7. All text fields can be presented as Unicode 

which supports alternate character sets such 

as Bahasa Melayu, Katakana, Hiragana, 

Chinese Traditional, Hindi, Sanskrit, Hebrew, 

Arabic, etc 

1.8. Multilingual capability for all Organisational 

Units and Position Titles 

1.9. Web based reporting 

1.10. Creation of ad hoc reports with output to 

Excel 

1.11. Integrated user defined workflow 

management system for the creation of 

individual processes 

1.12. Submissions and notifications via e-mail 

1.13. Full web-based system 

1.14. Employee Self Service user interface – 

users can update personal information, i.e. 

address, phone number, emergency contact 

1.15. Manager Self Service user interface 

Viewing of Org. Reporting Chart both on 

his/her direct/functional subordinates 

Viewing of staff reports & team analysis 

To-do-list for task that needs attention 

Remarks 

SCOPE OF WORKS, TECHNICAL SPECIFICATIONS AND FUNCTIONAL REQUIREMENTS FOR HUMAN RESOURCE MANAGEMENT 

SYSTEM AUTOMATION, TOURISM MALAYSIA Page 1

1.16. Configurable email notification and alerts 

based on event, business rules 

1.17. Ability of HR Access for central and 

decentralised of Bahagian Sumber Manusia 

& Pentadbiran 

1.18. Security level can be configured based on 

groups and module 

1.19. Illustration of various Reports-to structures 

1.20. Password policies compliant with UNIX and 

Windows for consistent and secure 

Username/password authentification 

1.21. Automatic password recovery function to 

reduce administrative overhead 

Forgot-link password available in the 

system 

1.22. Context sensitive help for the various user 

roles including Self Service 

1.23. Audit Trail for system access 

1.24. Freely definable criteria for filtering people, 

positions and development activities 

Best practice filters such as international 

experience, position status, language, 

job, family & etc 

1.25. Freely configurable ad hoc queries on all 

quantitative and qualitative criteria 

1.26. User defined codes used in drop-down lists 

within the application. For multilingual 

systems these codes can also be translated 

into other languages 

1.27. Tracking of “recent user activities” become a 

short cut for user re-visit to the system 

1.28. View and maintain of multiple organisation 

unit hierarchy using a convenient explorerlike 

tree navigation 

1.29. Able to generate organization chart, link to 

power point to display and can be printed. 

1.30. Spelling check and legal check help users 

when providing comments 

1.31. Import & Export function 

1.32. Integration with iCal to export dates from 

system to calendars of email clients 

1.33. Ability to send bulk email/individual email 

with filtering on criteria directly from the 

system. 

1.34. Graphical presentation of HR metrics allows 

easy monitoring and reporting of HR metrics 

and instant analysis of at-risk areas 



1.35. Rich collection of metrics 

Best practice HR metrics such as Time 

in the company, Time in the position, 

Degree, Mobility Preference, Contract 

group & etc. 

Analysis can be compared against two 

HR metrics 

1.36. Easy-to-use dashboards and cockpit views 

1.37. Multiple HR analysis approaches (Map 

Explorer, Org Explorer etc.) by 

Business Units 

Function 

Geographical 

Entity 

1.38. Analysis of data for organisational units and 

drill-down to the individual employee 

1.39. Drill down Analysis report under Map 

Explorer & Org. Explorer can be exported to 

PDF, Excel & Word. 

1.40. At-a-glance overview of the most important 

indicators and drill-down function for further 

analysis for groups of employees per org unit 

as well as individual employees 

1.41. System-generated Recommended Actions 

for potential problems and at-risk-areas 

1.42. The integrated Workforce Explorer offers 

easy-to-use access to HR metrics and KPIs 

for the key employee groups of the 

organisation: 

• Key positions 

• Expatriates 

• High performers 

• etc. 

1.43. Automatic aggregation of employee data by 

org unit, location, function, legal entity etc 

according to selected metrics. 

1.44. HR Analytics Map Explorer for use of geotagging 

technology to represent metrics on a 

geographic map with drill-Down functionality 

into region, countries, state and locations for 

group and individual analysis 

1.45. Provision of coloured visualisation of the 

metric allows a quick identification of 

geographic HR trends within the organisation 

1.46. Provision of group analysis views to provide 

aggregate information charts and detailed 

lists. 

1.47. Clicking on a record displays more contextsensitive 

information as well as access to 



Individual Analysis 

1.48. Able to identify employee easily by searching 

according to division, department, position & 

etc 

1.49. HR Users are able to insert notes on the 

bottom each system page to illustrate the 

purpose of that particular form, reports & etc. 

1.50. System can be configured/customized to 

suite Tourism Malaysia image branding on 

logo & colour 

1.51. Reports can be classified into “My favourite 

Report” for quick generation of reports 

2. HUMAN RESOURCE PERSONNEL 

INFORMATION 

In this module, detail information of an 

employee and position data is captured. It 

can also integrate across all existing 

applications, such as Payroll, Learning 

Management System, and others. The 

data can be tabulated easily. 

2.1. Personnel information – 

Salutation & Name (First, Middle, Last & 

Preferred name) 

2.2. Gender 

2.3. Birthdate 

2.4. Age (auto calculate) 

2.5. New & Old I/C , Colour 

2.6. Citizenship &Nationality 

2.7. Employee Number (Local & Global 

employee number) 

2.8. Employee Access Card Number 

2.9. Employment Status (Type of status: Active, 

Probation, Permanent, Resign, Terminate, 

Secondment & etc with relevant date & 

reason) 

2.10. Union Plan, Insurance & Hospitalization Plan 

2.11. Employee Category (Direct, Indirect, 

Management & etc) 

2.12. Designation (Role, Responsibilities, Job 

description & Competency Required for this 

job) 

2.13. Employee on “Bond” status with duration 

2.14. Statutory number ( EPF, STD file No., 

SOCSO, ASN, Tabung Haji, PTPTN, Bank, 

Zakat, HRD, Pension Code & etc) 

2.15. Contact information ( optional: 



Phone/Mobile, Email, Address(Permanent & 

Correspondence) 

2.16. Marital Status/date, Spouses & dependents , 

Disability 

2.17. Emergency Contact 

2.18. Blood Type 

2.19. Race & Religion 

2.20. Asset Declaration 

2.21. Employee relatives information in the same 

company 

2.22. Employee Superior & Subordinates (both 

direct and functional reporting) 

2.23. Professional Qualification , Secondary & 

Higher Education 

2.24. Contract information (Unit assignment ,hired 

date, position, basic salary & etc) 

2.25. Performance score & Next Career Step 

2.26. Disciplin & Grivences 

2.27. Awards & Rewards history 

2.28. Expatriate information, Citizenship 

(Assignment, Family, Medical, Incentive 

compensation, Allowance & Travel 

documents) 

2.29. Professional training, certificates, 

memberships, driving license etc. 

2.30. Internal work history (Date, Position & Area 

of Responsibility) 

2.31. Project Experience (Project name, role & 

date) 

2.32. International information like visa, passports, 

languages, etc. (with relevant validity date & 

country of issue) 

2.33. External work history 

2.34. Compensation (Salary & Perks such as 

company car & assets) 

2.35. Photo 

2.36. Salary grades for positions and job families 

2.37. EPF%, STD Table category, SOCSO grade , 

Pangkat Gaji Perkhidmatan 

2.38. Recruiting Source 

2.39. Attach associated files and documents 

2.40. Automatic calculation of Full Time Equivalent 

(FTE, meaning separation of job functions 

for an employee) 



2.41. To Do List for HR administrators with system 

generated, date driven tasks, due task, 

personal reminders. 

2.42. Position information (Unit Assignments & 

Work address) 

2.43. Position description (Responsibilities, 

Classification, Evaluation, Position point & 

level) 

2.44. Viewing of all position in a “tree view” with 

current employee name in direct/functional 

reporting 

2.45. Multiple incumbents per position 

2.46. Multiple positions per employee 

2.47. Multiple Reports To Structures 

2.48. File attachments for positions 

2.49. Possibility to group multiple positions to job 

families 

2.50. File attachments for job families 

2.51. Employee CV incorporating internal and 

external work history 

2.52. Employee Biographical report summarising 

talent data on a single page 

2.53. Employee skills analysis showing 

achievement, potential, development needs 

as well as internal career development, 

transfer, promotion & etc 

2.54. Graphical representation of diversity 

distribution: employees by age group, 

candidates by age group, high potentials by 

age group, gender breakdown by position 

2.55. Graphical representation of international 

experience: ratio of international/ noninternational 

activities, most popular 

countries, average duration abroad 

2.56. Graphical representation of language 

proficiency: proficiency by language, 

proficiency by native speakers 

2.57. Overview of salary bands and the 

corresponding allocation to employees 

2.58. Extended employee CV report representing 

evaluations such as performance review, 

internal career development, illustration of 

the next planned position(s) as well as actual 

candidacies within the context of personal 

aspirations and an overview of previously 

planned and fulfilled development activities. 

Please elaborate 



2.59. Overview of current position: time in service 

and position, internal work history 

2.60. Core information chart 

2.61. Employee Talent Profile – a glance of 

employee data consists of personal 

information, strength , competencies 

,performance & etc 

2.62. Standard Reports & Analysis: 

Postion Evaluation List, Position Summary, 

Service Report List, Diversity distribution, 

Assignmnet Details, Expatriate 

Summary,Employee Status List & etc 

2.63. Ability to generate User Defined reports 

Please eloborate 

2.64. Ability of generate letter via Mail-merge 

function & template 

2.65. Ability to add new additional fields needed in 

Personnel information 

Please elaborate 

3. Other requirements 

3.1. Vendor must specify the server specification 

needed for this implementation (Tourism 

Malaysia will purchase the server separately) 

3.2. Vendor must develop or provide 

software/master data/ dashboard tailor-made 

(whichever is related) for the purpose of this 

implementation, with latest features, user 

friendly, upgradable and customizable 

according to the needs 

3.3. Ability to push data from the system to 

related modules in HRMIS developed by 

JPA. (integration with HRMIS) 

Please elaborate. 

3.4. Ability to migrate data from existing database 

(eg in Ms Excel and Oracle database) to the 

new system 

Please elaborate. 

3.5. Vendor must specify the number of licenses 

given to TM with this implementation 

(minimum requirement is 10 user license) 

3.6. Vendor must specify training that is provided 

in this implementation. 

Vendor must provide user manual for the 

training 

3.7. Vendor must provide training to technical 

officer for transfer of knowledge purposes. 

3.8. Implementation period must be less than 8 

month 



3.9. Vendor must provide in detail project 

planning & implementation and procedure for 

the above implementation 

3.10. Vendor must provide project manager and 

project team for this implementation. 

Please list them. 

3.11. Vendor must specify in detail cost for this 

implementation 

3.12. Vendor must specify the payment term for 

this implementation 

3.13. Vendor must specify the maintenance cost 

for subsequent years 

3.14. Vendor must specify the support service 

included in this implementation. 


3.15. Vendor must specify warranty period and the 

start of date of warranty for this 

implementation 

3.16. Vendor must have back to back agreement 

with principal (if applied) 

Please provide a copy of membership 

agreement. 

3.17. Vendor must list all experience in similar 

projects 

3.18. Vendor may suggest suitable back-up 

system for all the above 


ARAHAN: Pihak syarikat dikehendaki mengemukakan lampiran ini bersama-sama dengan borang tawaran sebutharga. 

Kegagalan mengisi borang ini boleh menyebabkan tawaran sebutharga ini tidak dapat dipertimbangkan. 

Tandatangan / :……………………………………… 

Nama: ( ) 

Cop Syarikat:……………………… 

Jawatan :………………………………… Tarikh :………………………………

human resource management system automation - Tourism Malaysia

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