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HRIS PLANNINGBSMH3093 HUMAN RESOURCE INFORMATION SYSTEM
Steps in Computerizing HR functions
Phase 1: System
planning
Phase 2: System design
Phase 3: System
development / Vendor
selection
Phase 4: System
implementation
Phase 5: System
maintenance and evaluation
Steps in the planning process
1
•Establishing the project team
2
•Defining system requirements
3
•Performing a feasibility analysis
4
•Obtaining support for the HRIS
Establishing the project team
1. Project leader2. Project team
The role of project team•Responsible for system planning, design,
and implementation.•Acts as a liaison with any consultants
involved in HRIS design and development.
Project leader•Successful HRIS development requires a
full-time project manager.
•2 choices1. Outside consultant – an HRIS expert2. An individual from the HR department
WHO WOULD YOU CHOOSE?
Characteristics of the HRIS project leader:
•Fulltime responsibility on the project•Reports to the HR department•Have well-developed project management
and communication skills, and work comfortably with top management
•Have thorough understanding of the HR department’s operations
•Have thorough knowledge of every HR area
Team members
•Each member should receives a project assignment appropriate to his or her background, skills and experience.
•The scope of the proposed HRMS plays a key role in determining the size of the project team
•For large projects, team members may include representative from key HR functions, finance, and IS, as well as HRIS consultants.
Steering Committee•Management level•Consists of HR manager, IS manager and
other central decision makers in the organization (i.e. top management, finance, strategic planning, and line functions of the organization
•They meet periodically to 1. resolve high-level policy issues, 2. review the feasibility of the proposed
HRIS,3. monitor project progress
PLANNING AND DESIGN ISSUES
Major issue in developing HRIS
• Quality information• Functionality• Input & processing capabilities
• Output capabilities• User appropriateness
Major issue
Criteria for Quality information
•Differences between data and information
•Reliable information
•Timely information
•Comprehensive information
•Readable information
•Significant and relevant information
Major issue
Functionality Input & processing capability
•Modularity•Utility functions
•Integration and interfacing
•Speed•Efficiency•Information retrieval
•Database size and format
Major issue
Output capabilities
User appropriateness
•Printing and report design
•Security•Distribution needs
•User sophistication•Coding•documentation
DEFINING SYSTEM REQUIREMENTS
Techniques for requirements definitions
Techniques for requirements definitions
Evaluating current system
Evaluating another HRIS
User interviews and surveys
Business system analysis
Scenario analysis
Prototyping
PERFORMING THE FEASIBILITY ANALYSIS
Feasibility Analysis
Technical Evaluation
Administrative
Evaluation
Economic Evaluation
Technical evaluation•Considers the functional and technological
aspects of the system.•The purpose:
▫reviewing the existing system and vendor market to determine the extent to which current and commercial software can fulfill defined requirements;
▫evaluating the ease of performing internal and external adaptation of such software to meet the organization’s additional requirement; and
▫addressing conflicts between standard software and the organization’s culture.
Technical evaluation•Based on the findings of the evaluation,
the project team usually determines specific technological approaches to meet the organization’s HRIS requirements.▫manual versus automated approaches, ▫separate versus integrated or interfaced
systems, ▫making or buying a system, and ▫the products of several different HRIS
vendors.
Administrative evaluation
•investigates the impact of corporate culture, organizational structure, management support, business cycles, competing priorities and resource availability on: ▫staffing, ▫training, ▫scheduling, and ▫other procedural aspects of the project.
Economic evaluation
Provides a cost-benefits value analysis. It begins with establishing the costs, benefits, and values of the existing systems. Then, it measures the costs, benefits, and values of the proposed system against those of the existing systems.
Costs Benefits
Intangible benefits
Cost avoidance
Direct savings
Operating costs
Implementation costs
Acquisition & development costs
Economic evaluation
•3 broad categories of costs:▫Acquisition and development costs –
hardware, software, salaries for project team, and consultant fees
▫Implementation costs – conversions, training, staff salaries, and design and printing form
▫Operating costs – ongoing staff salaries, training, outside services, forms, maintenance, and upgrades
Economic evaluation
•3 broad categories of HRIS benefits:▫Direct savings – reduction in staff, facility,
space, outside services, and consumables (such as papers and ribbons)
▫Cost avoidance – current system inflation, maintenance of unauthorized systems, additional staff, hardware maintenance, and potential lawsuits
▫Intangible benefits – productivity improvements, better information and decision making, greater accuracy, more timely response, higher reliability, and increased flexibility
OBTAINING USER SUPPORT
USER SUPPORT• To make management
understand and appreciate the intangible advantages of the proposed HRIS
• Everyone should understand that the feasibility study report provides estimates of time and costs but not guarantees.
IMPORTANCE AND CHALLENGES OF HRIS PLANNING PROCESS
The importance of planning• the overall system requirements and
strategies need to be developed• decisions must be made on whether:
▫ there is a need for new applications or just an upgrade to the existing ones
▫ the planned systems should be developed internally or acquired from a vendor
▫ the system should be integrated with other systems or be one stand-alone system
▫ the users need to acquire extensive computer experience or none at all
▫ the users have access to computer support or they have to function in relative isolation
The challenges of planning•The process is becoming increasingly
complex as most of the technology associated with HRIS is new▫HRIS are also becoming more diversified in
terms of size, application domain, and underlying technology. Hence, planning for the best technologies that match HR and business’s needs presents a great challenge
▫Planners cannot make accurate prediction regarding the amount of time required, the budget, and other resources because they are in a state of ignorance when setting out the project plan.
Problems that could result in project delays
• Unexpected employee turnover, particularly on the HRIS project team
• Lack of vital information concerning the project• Poor communication between IS staff and users• Project team members do not adequately
understand HRIS requirements and computer technology
• Changing demands; redefinition of goals and priorities
• New security and privacy issues• New government regulations
QUESTIONS??????