The Chief Executive Officer, Mr. Larson, and the Chief Financial Officer, Ms. Johnson, would like to increase the efficiency and effectiveness of the HR functions, as well as reduce overall HR costs. Mr. Larson and Ms. Johnson would like you, the HR Director, to serve as the change agent of the project. In this assignment, you will develop a plan and analysis (the planning and analysis phases of the systems development life cycle [SDLC]) of the current business based on the details of the scenario.
Instructions
Write a 2 page proposal, in which you do the following:
Introduction and Plan
Detail the current situation for the company, focusing on the issues that the organization is currently facing from using a legacy HRIS. Explain your plan for moving forward to address these issues.
Needs Analysis
Based on the issues the organization is currently facing, identify the new system needs. Identify change team members who will help identify system need, and specify their role and responsibilities.
Interview, Questionnaire, Observation, or Focus Group
Determine how additional data will be collected regarding system needs. Determine how the change management team will collect data during the exploration phase. Specify whether team members will use interviews, questionnaires, observations, and/or focus groups to collect data from end users. Provide at least five essential questions that will be asked of end users via interview, questionnaire, observation, or focus group.
Conclusion
Explain two to three reasons why the company would benefit from adopting an HRIS. Focus on how the HRIS would address the current HR needs of the organization.
Full Answer Section
Needs Analysis:
The new HRIS should address the following specific needs:
- Centralized data management: Eliminate multiple spreadsheets and siloed data by integrating employee information into a single, secure platform.
- Automated workflows: Streamline repetitive tasks like payroll, onboarding, and benefits administration, freeing up HR personnel for more strategic initiatives.
- Self-service portal: Empower employees to manage their own data, update personal information, and access HR resources independently.
- Robust reporting and analytics: Gain real-time insights into workforce trends, talent management, and HR performance through comprehensive reporting tools.
- Improved user experience: Provide a user-friendly interface accessible from any device, enhancing convenience and productivity for both HR staff and employees.
Change Team and Data Collection:
To identify specific system needs and ensure a successful implementation, I propose forming a change team consisting of:
- HR representatives: HR staff directly impacted by the system, providing first-hand insights into current pain points and workflow needs.
- IT representatives: Ensure technical feasibility and integration with existing infrastructure.
- Departmental representatives: Understand broader needs from other departments that HR serves (e.g., finance, payroll).
This team will utilize a combination of data collection methods, including:
- Employee interviews: Focus on individual needs and frustrations with the current system.
- Departmental focus groups: Gather broader feedback from various teams on their workflow challenges and HR service limitations.
- Observation of current HR processes: Identify inefficiencies and opportunities for automation.
- Review of HR reports and data: Analyze existing data to identify trends and areas for improvement.
Essential Questions for User Data Collection:
- What are your biggest frustrations with the current HR system?
- How much time do you spend on HR-related tasks that could be automated?
- What information do you wish you had easier access to through the HR system?
- How would a more user-friendly HR interface improve your work experience?
- What additional features would make the HRIS more valuable for your department?
Conclusion:
Implementing a modern HRIS offers numerous benefits for our company:
- Increased efficiency: By automating processes and reducing manual workload, we can free up HR staff for strategic initiatives and improve overall team productivity.
Sample Answer
HRIS Implementation Proposal: Modernizing for Efficiency and Cost Reduction
Introduction and Plan:
Our current legacy HRIS system is hindering the efficiency and effectiveness of HR functions, contributing to unnecessary costs and slowing down critical processes. Manual data entry, limited reporting capabilities, and outdated user interfaces are just some of the challenges impeding our HR department's ability to support the company's needs.
To address these issues and move forward, I propose a strategic implementation of a modern HRIS (Human Resource Information System). This new system will automate key processes, improve data accuracy and accessibility, and provide robust reporting tools for better decision-making.