Daniel A. Doty

University of Phoenix

BSA/375

Assignment: Service Request SR-rm-004

Parts 1, 2, & 3

May 16, 2011

Introduction

Riordan Manufacturing is one of today’s leaders in the plastic manufacturing. They have

several offices throughout the United States, and one in China. The United States offices are

located in Pontiac Michigan, Albany Georgia, and San Jose, California along with an office in

Hangzhou China. Riordan Manufacturing projects an annual earning of nearly $46 million. In an

attempt to control the many offices Riordan Manufacturing began using a human resources

information system (HRIS) nearly twenty years ago in 1992. This system is mostly still in use

today with some modifications including their financial systems package to keep up with their

many employees and all of the information regarding employees. After analyzing Riordan

Manufacturing’s HRIS system, it became apparent the need for expansion and upgrading was

seriously needed. Their needs and desire includes a much needed upgrade with a more

sophisticated HRIS of which they have requested our team to put into place within a six month

period of time. With today’s technology, it will let them combine most of their HR and financial

tools into a single application ran exclusively from the corporate office main system server.

Plan

Our teams aim in this project and this report is to show how the team is going to be able to

help Riordan Manufacturing with the needs of their HRIS system. We will show how we plan to

implement and install a newer, more advanced, and more secure system than the current system

in place at this time. One of our main objectives and be paraphrased by stating “the primary

objective of the analysis phase is to understand and document the business needs and the

processing requirements of the new system” (Dennis A. Wixom, B.H. & Roth, R.M. 2009). In

order to change their HRIS they will also need to make changes to their financial systems as

well. At this time, each of the company’s locations are having trouble with their financial and

accounting systems, due mainly from the fact that each location does not comply to one specific

standard system. With the new HRIS this will no longer be a problem, as all locations will use a

standardized system, and all computers will run the same operating system to insure the

compatibility with the new HRIS. In order to complete this transition, our team will work closely

with the management team and explain what resources are needed for the development of the

new system.

Information Gathering

In order to fully understand the needs of the new system, we will have a team analyst spend

several days working with the end users, management, and even the company stakeholders. We

will even be conducting interviews with many of these people to try to pin-point current issues in

the HRIS that is in place at this time. “Requirement elicitation must focus on the creation of

requirements, not design activities, in order to adequately address users’ concerns and not just

developer needs” (Christel & Kang, p. 18, 1992). This could not be better stated, as it does not

make a difference what the developer wants, if that is not going to be correct for the users in the

end that must work with the system on a day to day basis. Not only will we be conducting

interviews and working closely with many people in Riordan Manufacturing, but to help with the

conclusion of needs, we also have plans to conduct:

Workshops Showing management and the HR department many different forms of HRIS

systems to see what form would be best for this company.

Conducting Surveys Ask many people what they would like to see in a complete

application.

Review Documentation Finding what will work better by building some flow diagrams

to help illustrate the new HRIS.

Prototyping Mocking up a model of the conceived HRIS.

Brainstorming Using all of the ideas that the team, management, and HR come up with

to finalize the end result for the new HRIS.

Feasibility

“The core of an HRMIS is a database system that contains all relevant human resource

information facilitating accessing, maintaining and processing activities” (Mazen & El-Kayaly,

p. 1, nd). Riordan Manufacturing currently keeps its 550 employees in the current HRIS database

that includes some other software programs. Again, with the many different offices throughout

the United States and one in China, the HR and financial departments have problems in

compatibility due to different operating systems, and other software causing issues in managing

files, auditing requirements, and processing documentation just to name some of the main

requirements needed for successful business.

In a memo, Chief Operating Officer Hugh McCauley approved an budget of $150,000 in

order to make substantial improvements to the current company’s IT department. This memo

was sent in 2003, and in 2005 yet another $1,350,000 was approved in order to completely re-

develop the entire financial reporting system for the company for compatibility reasons along

with the entire HR department. To date, the company is still running on the HRIS that was

implemented in 1992 with a few upgrades along the way. It would seem that our team will be

able to completely re-develop the entire HRIS using Riordan Manufacturing’s current hardware

to help reduce the overall cost of such a large upgrade.

Networking

One of the ways to first start developing this system is to determine just how the new system

is going to be used throughout the entire company and all locations. By saying this, a decision

must be made how all information will be transferred to all locations in Riordan Manufacturing.

One decision made is the connection speed in which the network will be running. For this

decision T1 communications seem to be the fastest at the most reliable cost to Riordan

Manufacturing. Along with this decision, the decision to incorporate NAS Iomega Network

Storage was made to install the new HRIS in the corporate main office in San Jose California.

The T1 connections speeds will allow the main network server to communicate with the client

servers at each of the other locations. With this T1 connection, it will ensure fast transfer speeds

along with reliable packet transfer that is error free.

Process

The files from each human resource department in all locations other than corporate

headquarters will be saved in the main HR system folder within each HRIS in all locations, and

then will, each day, be transferred to the main corporate headquarters server in the HRIS. This

will allow for all employees information to be stored in the Riordan Manufacturing’s intranet.

This will include, but not limited to:

Each employee file; includes performance reviews, resumes, current wage, salary

increases, bonuses, and any other important information regarding each employee.

Job descriptions; explain each employees job title and description, formal or informal

training, and safety equipment needed.

Electronic job listings; list job opportunities in all locations, and if there is the need for

formal training.

Employee handbook; keep a complete employee handbook on the system to allow

employees the opportunity to access the handbook electronically.

Policies and procedures; anyone can find out what the company’s policies are at any

time, day or night.

Employee file update; allows any employee to update their personal information such as

phone number, address, and marital status.

In house job opportunities; jobs and careers that are being held for in house employee

advancements only.

With this system, each HRIS manager will have access to the Riordan Manufacturing’s HRIS

system for updates on employees, job openings in the different branches including the corporate

headquarters, and any company updates regarding the HRIS area. Department managers will

have access to the information they require for their immediate job area and employees in that

department or area.

One of the main areas that HRIS managers will be able to look at is how things are going in

the employee area of Riordan Manufacturing. Below is an example of what is available to the

HRIS managers.

Employee Hiring Chart

Job Analysis Employee Forecasting

Job Description Staffing

Employee Selection

Training

Number of Employees

Qualifications

Applicants

Job Openings

Data Flow and Chart

As with most major company networks, the San Jose corporate office will be in charge of

how all the HRIS information is routed to the other locations. “The effective management of

human resources in a firm is human resources to gain competitive advantage in a market place

requiring timely and accurate information current employees and potential employees can see in

the labor market” (Thite & Kavanagh, p. 6,). With that said, each employee will have the ability

to access many of the HR department information regarding their information and what is to be

expected of each employee. The employees will also have access to open jobs in all locations,

with the ability to apply for a position if so desired. This will include openings outside of their

current location.

“In a survey of 200 global enterprises and medium-sized businesses, SumTotal® Systems

conclude that integrating 'talent functions' within one software platform can eliminate the need

for separate data silos and make cross-functional reporting easier. This allows significant

benefits as organizations can obtain more holistic views of workforce productivity and growth

potential without time-consuming manual abstraction and collation of information. They

identified the top five HR benefits of integration as:” (HRM Guide, US Human Resources). We

can see that allowing employees a specific area of the HR department may, in some ways, cut

down on the voluntary turnover rate.

HR Corporate HQ

Georgia HR Department China HR Department

Employee FilesJob OpeningsPay Structure

BenefitsJob Analysis

Michigan HR Department

Employee FilesJob OpeningsPay Structure

BenefitsJob Analysis

Employee FilesJob OpeningsPay Structure

BenefitsJob Analysis

Implementing by Stages

Now we are going to discuss implementing the new HRIS for Riordan Manufacturing. To do

this, we are going to build different stages to complete the implementation. What we are going to

show in this implementation is six different stages. These next six stages will be necessary in the

analysis of the HRIS and insure the success of the new system.

First Stage: Coding

The system developers decided to implement Riordan Manufacturing’s HRIS system by

purchasing a software package that is licensed by Microsoft. This decision was made to insure

the compatibility with Riordan Manufacturing’s Windows operating system. The actual HRIS is

going to be written in HTML, C++, Visual Basic, and XML, while using the MS-SQL server and

the back-end RDBMS (PHPKB v1.5, RDBMS Concepts). The source code is accessible through

a source code control system to allow the developers to make changes to the HR system even

after the completion of the project. As the coding is being done, it will be broke down into

several stages or modules. With the completion of each module, there will be a test phase to

ensure the completion of the module and that it is error free before moving on to the next module

of coding.

Second Stage: Testing

Here again, with each phase of the new HR system, testing of each module will be done to

insure that each is error free before moving on to the next phase. There will also be testing to

insure its capabilities and compatibilities with the SQL server. The development team will work

closely with the head HR department managers to insure the system is fulfilling their user

specifications as well. Testing and inspections are important to the process and will not be

overseen during this development and deployment. Along with the aforementioned processes,

there will also be a performance test required once enough of the modules are completed to do

so. This will also test the effectiveness and performance of the Microsoft’s HR package as well.

Third Stage: Installation

Once all the modules are coded and assembled, and the development team has finished testing

and making any minor changes and corrections that are needed, it will be time to install the

system and give it a “test run” so to speak. Once the new HRIS is installed, the Riordan

Manufacturing HR department will have full access to the new system. This will allow the

development team a chance to see the system running in a real world environment. During the

first 30 days of this operation, the old HRIS will stay in use, and everything that is installed in

the new system will simultaneously be installed in the old system. Once the 30 days are

complete, and the system has shown to be stable, compatible, and error free, the development

team will once again come in and take out the old HRIS.

Forth Stage: Documentation

As with any end user product, support documentation should always be included. With this

said the team will hire a technical writer to come in, see the system working, and work closely

with the development team to complete a new HRIS user manual for the new system. Along with

the written documentation, there will also be electronic documentation residing on the system as

well. This will be added after the 30 day period of testing and running. During all of this period

of time, there will be a development team member present at the main office of Riordan

Manufacturing to answer any questions the HR department may have, and to be there for any

live support that any of the other branches may have during this time frame.

Sixth Stage: Support

Since the development team decided to purchase the Microsoft base HR system, Riordan

Manufacturing has access to a powerful end user resource support system through Microsoft.

Riordan agreed to an extended support both through our development team, and Microsoft for

the new HRIS. The initial maintenance, troubleshooting, and upgrading of the software will be

handled through Microsoft, however if any hardware or coding issues arise we will be handling

the support. With the extended support, HR employees are able to access an unlimited inquiry

for tech support and extensive training. This includes telephone support, live chat support,

remote desktop support, and interactive demonstrations of the system. Riordan Manufacturing

has also agree to hire an in-house expert from the development team to assist in any support

issues that may arise during the use of the new HRIS.

Conclusion

Riordan Manufacturing is using a HRIS system that is very outdated, and one of the most

important things that everyone agreed upon was that an effective HR system is the main link

between the employees and the company. With this in mind, the development team is keeping

specifications and true achievable goals in mind during the development, installation, and

support of the new HRIS upgrade process. “ The emerging strategic role of the HR function

requires that HR professionals in the future develop business, professional-technical, change

management, and integration competencies” (Mazen & El-Kayaly, p. 13).

Dennis, A., Wixom, B. H., & Roth, R. M. (2009). System analysis and design (4th ed.).

Hoboken, NJ: John Wiley & Sons, Inc. Retrieved May 2, 2011 from University of Phoenix,

BSA/375 week 2 readings

Christel, M.G., Kang K.C., (1992). Issues in Requirements Elicitation: Technical Report

CMU/SEI-92-TR-012 ESC-TR-92-012. Software Engineering Institute

Carnegie Mellon University Pittsburgh, Pennsylvania 15213. Retrieved May 2, 2011,

from http://www.sei.cmu.edu/pub/documents/92.reports/pdf/tr12.92.pdf

Mazen, S.A., El-Kayaly, D.I.(nd). Conceptual Design

For a Strategic Human Resources Quality Management System. Retrieved May 3, 2011,

from

http://unpan1.un.org/intradoc/groups/public/documents/ARADO/UNPAN006257.pdf

Kavanagh, M.J., Thite, M. (nd). Human Resource Information System: Basics, Applications and

Future Directions. Retrieved May 8, 2011, from http://books.google.com/books?

id=b87i7eoSPHkC&pg=PA16&dq=hris+system

HRM Guide, US Human Resources, Integrating HR Technology. Retrieved May 9, 2011, from

http://www.hrmguide.com/technology/hr-technology-awards.htm

Program Design, System Analysis Design, University of Phoenix weekly reading for week 3,

BSA/375. Retrieved May 9, 2011.

PHPKB v1.5 professional; BDBMS Concepts – Basics & Interview Questions. Retrieved May

14, 2011, from http://www.knowledgebase-script.com/demo/article-375.html

Mazen, S.A., El-Kayaly, D.I.(nd). Conceptual Design

For a Strategic Human Resources Quality Management System. Retrieved May 15, 2011,

from

http://unpan1.un.org/intradoc/groups/public/documents/ARADO/UNPAN006257.pdf