SCENARIO
Soleil Panel Distribution, a solar panel company, has been in business for 25 years. For the first two decades, they focused primarily on distributing small panels used in personal electronic devices, such as calculators and watches. As solar-powered technology has developed more, the company is seeing unprecedented growth. They have gone from 15 employees to well over 150 in three years. They are expanding in multiple ways and are seeing growth in residential rooftop solar panel sales, large-scale commercial applications, and product distribution.
While this rapid growth has increased both sales and profits, it has also presented various challenges for a company so accustomed to small-scale operations. One of the most pressing challenges is the orientation of new employees. In the first 12 years, the organization hired one or two employees every few years. An administrator easily handled this process, and each department handled tasks pertaining to the new hire’s various roles. More recently, the company has experienced monthly increases in personnel of as many as 20 employees, making their current orientation process obsolete. The administrator who previously handled new employee orientation had been trying to improve the process, but it has become clear that the company no longer has the time or processes in place to overcome this challenge.
In addition, analysis of the solar industry competition implies that a quick growth of the employee workforce could position Soleil Panel Distribution to improve its market share.
Over the years, Soleil Panel Distribution has grown and developed a seasoned software team as part of the IT department. The department is confident a new software application called SolDistHR can meet their needs while addressing concerns. While anticipating rapid growth and additional software vulnerabilities, the company is also concerned with security and customer support.
A. Explain how leveraging an IS solution can help Soleil Panel Distribution achieve operational efficiency.
- Explain how business process management (BPM) can help the IT department in the development of SolDistHR.
- Explain how each of the five steps of change management could be applied to this project.
- Explain the individual responsibilities of four key contributors (individuals or groups) that would be directly involved in the project.
B. Select one system development method to be used in the implementation of SolDistHR and do the following:
- Justify your selection of the system development method, providing the strengths and weaknesses of the method.
- Explain how each milestone within your selected system development method would be executed during the implementation of SolDistHR.
C. Describe the potential internal and external security threats that could exist after the implementation of SolDistHR.
D. Explain how to protect against digital and physical threats to SolDistHR that could exist after implementation.
E. Describe the approach you would take to troubleshoot and restore SolDistHR after system failures.
Full Answer Section
- Identifying and Analyzing Existing Processes: BPM tools map and analyze current onboarding procedures, highlighting bottlenecks and inefficiencies.
- Streamlining Workflow: By identifying redundancies and optimizing tasks, SolDistHR can automate many onboarding steps, reducing manual workload.
- Standardizing Procedures: Templates and checklists can ensure consistent onboarding experiences for all employees, regardless of their department or role.
- Continuous Improvement: BPM allows for ongoing monitoring and analysis of SolDistHR's effectiveness, enabling data-driven adjustments for further optimization.
2. Change Management for Implementation:
The five steps of change management can be applied to SolDistHR implementation as follows:
- Communicate and Inform: Clearly communicate the purpose and benefits of SolDistHR to all employees, addressing concerns and mitigating resistance.
- Develop Training and Support: Provide comprehensive training on using SolDistHR and offer ongoing support for new employees and those unfamiliar with the system.
- Pilot and Test: Implement SolDistHR in a controlled environment with a limited group of users to identify and address any technical or usability issues.
- Feedback and Iteration: Collect feedback from users throughout the implementation process and use it to refine and improve SolDistHR.
- Reinforce and Celebrate: Recognize and reward employees who actively adopt SolDistHR, further encouraging system usage and promoting its benefits.
3. Key Contributors and Responsibilities:
- IT Department: Develop and maintain SolDistHR, manage integrations with existing systems, and address technical issues.
- Human Resources Department: Provide content and expertise on onboarding procedures, train users on SolDistHR functionality, and monitor its effectiveness.
- Management: Provide leadership and support for the project, allocate resources, and ensure alignment with organizational goals.
- New Employees: Actively participate in training, utilize SolDistHR for onboarding tasks, and provide feedback on its usability.
B. System Development Method Selection:
1. Agile Methodology:
Agile methodology is chosen due to its:
Strengths:
- Flexibility: Adapts to changing requirements and facilitates iterative development, ensuring SolDistHR meets evolving needs.
- Collaboration: Encourages close collaboration between IT, HR, and other stakeholders, leading to a user-centered solution.
- Rapid Feedback: Frequent releases allow for immediate feedback and correction of issues, improving system quality.
Weaknesses:
- Potential for Scope Creep: Unclear requirements or lack of proper planning can lead to feature creep, exceeding budget and timeline.
- Heavy Reliance on Individuals: Requires strong team leadership and clear roles to prevent project derailment.
2. Agile Implementation Milestones:
- Product Backlog Creation: Prioritize and define features and functionalities of SolDistHR.
- Sprint Planning: Break down development into iterative sprints, each focusing on specific functionalities.
- Daily Stand-up Meetings: Daily team communication to discuss progress, identify roadblocks, and adjust plans.
- Sprint Reviews and Retrospectives: Evaluate each sprint's progress and identify areas for improvement.
- System Testing: Thorough testing of each developed feature before release.
- Deployment and Launch: Release SolDistHR to users and monitor its performance.
C. Internal and External Security Threats:
Internal Threats:
- Unauthorized Access: Employees gaining unauthorized access to sensitive data through system vulnerabilities or social engineering.
- Data Misuse: Employees intentionally manipulating or using data for personal gain or malicious purposes.
- Accidental Data Loss: Unintentional deletion or alteration of data due to human error or negligence.
External Threats:
- Cyberattacks: Hacking attempts by malicious actors to gain access to data or disrupt system operations.
- Malware: Viruses, spyware, or other malicious software infecting the system and compromising data integrity.
- Denial-of-Service (DoS) Attacks: Overwhelming the system with requests, making it unavailable to authorized users.
D. Protection Against Digital and Physical Threats:
Digital threats:
- Secure Authentication: Implement multi-factor authentication and strong password policies.
- Data Encryption: Encrypt sensitive data both in transit and at rest.
- Regular System Backups: Regularly back up data to ensure quick recovery in case of system failure or attack.
- Security Awareness and Training: Educate employees on cybersecurity threats and best practices.
- Vulnerability Management: Regularly scan for and address system vulnerabilities.
Sample Answer
Leveraging IS Solutions for Soleil Panel Distribution: A Comprehensive Review
A. Operational Efficiency Through IS Solutions:
Soleil Panel Distribution's rapid growth necessitates an efficient and scalable solution for employee onboarding. An Information System (IS) solution, specifically the SolDistHR application, offers significant benefits in this regard:
1. Business Process Management (BPM) for Development:
BPM facilitates efficient SolDistHR development by: