Hugh McCauley, COO of Riordan Manufacturing has submitted service request SR-rm-022. The service request is to integrate existing variety of human resource (HR) tools into a single integrated application (Apollo Group, Inc. 2011). The new system will provide the organization with a more sophisticated, state-of-the art, information systems technology than what they currently have to better assist the HR department. Before the approval of the project funding, Hugh McCauley will need a detailed project plan that provides some guidance. Completion of the project will complete in six months so utilization of the new system can begin in the second quarter of next year (Apollo Group, Inc. 2011).
Installed in 1992, Riordan Manufacturing’s current HRIS system is part of the financial systems package. It keeps track of employee’s personal information; pay rates, personal exemptions for tax purposes, hire date, seniority date, organizational information, and vacation hours. Changes to an employee’s information is done through a written change and submitted (on special forms) by the employee’s manager and entered by the payroll clerk. Training and development records are kept in an Excel worksheet by training and development specialist (Apollo Group, Inc. 2011). Applicant information for open positions is maintained by each recruiter. Resumes get stored in a central storage area. An excel spread sheet is used to track the status of applicants.
A third party provider manages worker’s compensation. They keep their own records. Individual managers keep employee files because there is no central employee file area. Managers are also responsible for tracking FMLA absences and any requests for accommodation under the ADA. The results of job analyses, salary surveys, and personnel compensation decisions are kept in an excel spreadsheet by the compensation manager. Complaints, grievances, harassment complaints, etc. are tracked by the employee relations specialists and are in locked files in their offices.
The information gathering techniques used to development the requirements of the new system will be done through interviews and joint application design (JAD). Interviews will be conducted on individuals informed about the operation and issues of the current system and needs for systems in future organizational activities (Valacich, George, & Hoffer, 2012). In order for the interviews to be effective certain guidelines must be met. The guidelines that will be included in the interview process are as follows: Plan the interview- Prepare interviewee by making an appointment and explaining the purpose of the interview. Prepare a checklist, an agenda, and questions. Be neutral- Avoid asking leading questions.
Listen and take notes- Give your undivided attention to the interviewee and take notes or tape-record the interview (if permission is granted). Review notes – Review your notes within forty-eight hours of the meeting. If you discover follow-up questions or need additional information, contact the interviewee. Seek diverse views- Interview a wide range of people, including potential users and Managers. (Valacich, George, & Hoffer, 2012).
Interviews will be conducted on employee managers, the training and development specialists, recruiters, and the third-party provider that handles the worker’s compensation, compensation manager, and employee relation specialists. The questions that will be asked during the interview process are as follows:
1. What is your name, job title and the department you work?
2. What do you need and why do you need it, what system functionality do you need (18 Steps to Selecting a Human Resource Information System, 2002)?
3. What results do you wish to accomplish with this effort (18 Steps to Selecting a Human Resource Information System, 2002)?
4. What work processes do you wish to change through this selection and what should the new processes look like (18 Steps to Selecting a Human Resource Information System, 2002)?
5. What are the business drivers for the new system, how does this system support the overall needs of the business (18 Steps to Selecting a Human
Resource Information System, 2002)?
Once the interviews are completed by the analyst team, the interviews will be asked to participate in a joint application design (JAD). The joint application design team will consist of the analyst team, employee managers, the training and development specialists, recruiters, and the third-party provider that handles the worker’s compensation, compensation manager, and employee relation specialists.
The primary purpose of using JAD in the analysis phase is to collect systems requirements simultaneously from the key people involved with the system (Valacich, George, & Hoffer, 2012). The JAD will be held at an off-site location in Atlanta, Georgia. Once the team is settled in, the discussion can begin. The information that needs to be discussed and agreed on is as follows:
1. What type of application are you looking for, standalone PC, networked client/server, or mainframe (18 Steps to Selecting a Human Resource Information System, 2002)?
2. What operating system does it need to run on — Windows NT, UNIX, etc. (18 Steps to Selecting a Human Resource Information System, 2002)?
3. If it’s a database application, what database does your company support, SQL, Oracle, DB2 (18 Steps to Selecting a Human Resource Information System, 2002)?
4. How will it connect to remote offices? Does it need to be web deployable (18 Steps to Selecting a Human Resource Information System, 2002)?
5. Does it make a difference what language the application is programmed in such as C++ or Visual Basic (18 Steps to Selecting a Human Resource Information System, 2002)?
6. Is your IT department planning a major change in technology platforms in the next year (18 Steps to Selecting a Human Resource Information System, 2002)?
Project scope is a project management term for the combined objectives and requirements
necessary to complete a project (Project Scope, 2013). Project scope is important because it allows the system analyst team to estimate costs and the time required to finish the project. A plan is created for the proposed project for the team to follow. This baseline project plan customizes the standardized SDLC and specifies the time and resources needed for its execution (Valacich, George, & Hoffer, 2012).
The team analyst believes that it is in the best interest of Riordan Manufacturing to discontinue the use of their old HRIS system and implement a new one. The old system requires paperwork to be filed and stored in unprotected areas. There are several managers responsible for the safety and protection of pertinent employee information that should be kept in a locked and secure area. Conclusion
Riordan Manufacturing has taken the correct steps in implementing a new HRIS system. The guidelines have been set and a team has been formed to discuss what the new system should include. The next step is to decide on what system to use and how the design should be. What security controls should be set and the tools that will be applied in the terms of data, processes, interfaces, and network.