Genrays Human Resource Information System Case Study

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Purpose

The major purpose of implementing this human resource information system in the Gen Rays Company will be to improve the overall operations of the human resource department. Other purposes for introducing it will be:

To increase the accuracy of data as well as information relating to the company work force

This system will ensure that data are maintained and will prevent crucial organization information from getting lost as would have been the case if data are maintained manually in form of files or papers.

For future Human Resource (HR) planning

By having all information concerning the employees in a company, the human resource manager is able to plan for the future needs of the workers. For instance, having information concerning the educational achievements and developments of employees enables one to determine the skills that the employees are lacking, hence plan for future trainings and seminars. Having information about the age brackets of all employees also help the managers determine the number of employees about to go on retirement, hence, plan for future recruitment as well as selection of potential employees to fill out vacancies left by these employees.

To align the human resource department policies and objectives with the overall organizational goals

Having this database makes it easier to evaluate the performance of the human capital and determine whether its productivity is in line with the set organizational goals. If there is a diversion, appropriate measures are implemented to ensure the workforce works in line with the organization goals.

To provide information for decision making

The human resource information system ensures that data are readily available when needed to make decisions thus ensuring quick and efficient decision making which saves time.

Description

The human resource information system is a centralized automated HR tool, which helps the human resource manager to effectively perform his/her functions of employee recruitment and selection, training and development, as well as employee issues relating to discipline and performance management.

It is composed of databases, computer applications, hardware and software which are in perfect condition to collect, store , maintain and help in retrieval of information concerning an organization’s human resources.

It also facilitates manipulation and validation of data. All the functions of management require the use of this system as it integrates all the activities in the organization so that they are all aligned towards achievement of the organization’s goals and objectives.

Objective

Some of the objectives of introducing this HRIS will be:

To manage succession planning

Employees are able to know where the openings to career development are and also what skill it takes to fill out these vacancies in the organization. They can then enroll for classes to improve their skills or undergo various forms of training.

To keep track of performance reviews

The HRIS will eradicate the document storage system in which the information stored is not always searchable when required to be retrieved. This is because mostly the records are handwritten.

A HRIS will moderate the quantity of paperwork concomitant to performance appraisals. It will be easier to manage performance appraisal reports and follow up on the results to ensure employees work to meet targets that they had not met during appraisal.

To increase competitiveness and higher productivity

Due to saving time in the processes of human resource management, the company will have a competitive advantage over the competitors.

Maintaining accurate records of all activities undertaken by employees ensures that management of the company is geared towards attainment of set organizational goals and this eventually translates to increased productivity.

To reduce database systems to a manageable level

Eliminating the bulk of workload related to keeping records in paper form will make accessibility of information much easier. It will also reduce number of employees required to handle this paper work. This is a cost saving means for the organization.

To keep track of training records

The records are entered into the system by the employees who then keep track of their progress and chart a course within which they intend to follow so as to attain their development goals.

To manage employee data base and e-forms

One of the major objectives of the HRIS will be to contain up-to-date information about the employees concerning their office location, telephone contacts and so forth.

The electronic forms will permit forms to be produced and their fields be populated by the data base. This will be similar to mail merge and will help save money and time on filling forms.

Easier management of payroll capabilities

This will be reflected by removal of manual entry of time cards. This means a more efficient way of monitoring employees in the work place in terms of time usage.

There will also be efficiency in managing employees pay slips, in terms of allowances and deductions to be made as all the information required to do so will be present in the human resource system.

Success Criteria or Expected Benefits

The success criteria that Gen rays company will use in determining the success of this human resource information system will be in terms of:

Efficiency

This will be portrayed by the decrease in time spent to process employee information transaction and also in notable decrease of time spent in administrative work so as to pay more attention to operational work which is vital for improvement of the company’s productivity.

Efficiency will also be noted through the ability of the current human resource officers to manage the work force without outsourcing for further help.

Effectiveness

The effectiveness of the human resource information system will determine if its implementation is a success to the organization.

This will be portrayed by accuracy of the employee information records and also by managers increasing access to employee information such that for employees who have either applied for a post or promotion, they are able to follow up on the process.

System usage

This criterion measures success of the HRIS based on frequency of its use in terms of user level and organizational level.

In the user level, the HRIS is used to observe daily operations and behavior of the user while the organizational level measures institutionalization; that is, the behavior of users and perspective of management.

User satisfaction

This is also a criterion which will be used for determining the success of the HRIS. Since most of the users will be human resource professionals, the ease with which they are able to access information on the data base and also use this system will show how successful the system will be.

A successful system leaves the users satisfied with the services it has offered to them. For instance, if the HRIS is being used in the recruitment process, both the potential candidates feeding their information and credentials in the system and the managers analyzing this information during selection should be satisfied.

Technology quality

This will measure technical success of the system. If the technological system is successful, people will wish to use the system again.

However, those without any technical background information will find it challenging to use this system; hence provisions for training them in order to enhance acquisition of the relevant skills will be put in place.

Funding

Company profits will be the main source of funding for this project. As the profit cost chart shows, the company has been on the upward trend concerning profit making. For instance, profits tripled in the second quarter of the financial year of the company. These profits will provide the much needed capital for the project.

Savings have also been made from the new financial system. It has been a success due to time savings in the automatic calculations. These savings which have accrued over the last six months will be used to finance the implementation of the Human Resource Information System.

Major Deliverables

The major deliverables are:

High-tech computers
Network connectivity
HR database Software
Redundant Power supply
Redundant decent generators
Optimum physical security
Highly skilled human capital
Digitized payroll system

WBS for GenSys

Level	WBS Code	Person assigned	Element Name
1	1	Project manager	GENRAYS Human Resource Information System
2	1.1	Project Ass. manager	High-tech computers
3	1.1.1		Determining the required computers standards
3	1.1.2		Purchasing the computers
3	1.1.3		Installing software and setting up the computers
3	1.1.4		Testing the computers
3	1.1.5		Reporting to the management
2	1.2	Network administrator	Network connectivity
3	1.2.1		Network design
3	1.2.2		Buying the required network equipment
3	1.2.3		Setting up the network
3	1.2.4		Network configuration
3	1.2.5		Testing the network
3	1.2.6		Reporting to the management committee
2	1.3	Senior IT officer	HR Database software
3	1.3.1		Determining software requirements
3	1.3.2		Designing the software prototype
3	1.3.3		Software coding and developing
3	1.3.4		Installing and configuring the software
3	1.3.5		Software testing and reporting
2	1.4	Ass. IT technician	Redundant power supply
3	1.4.1		Determining the required power equipment
3	1.4.2		Determining the cost of the of the equipment
3	1.4.3		Purchasing and delivering the equipment
3	1.4.4		Installation and configuring the power equipment
3	1.4.5		Testing the power system and reporting to the management
2	1.5	Procurement officer	Redundant decent generators
3	1.5.1		Determining the required generator standard
3	1.5.2		Purchasing the generator
3	1.5.3		Installing and configuring the generator with the main power system
3	1.5.4		Testing the generator
3	1.5.5		Reporting to management
2	1.6	Senior IT security officer	Optimum physical security
3	1.6.1		Determining the required security standard
3	1.6.2		Determining the required security equipment
3	1.6.3		Purchasing equipment and hiring security personnel
3	1.6.4		Installing security equipment and configurations
3	1.6.5		Testing the security equipment and reporting to the management
2	1.7	Human resource manager	IT Training mechanism
3	1.7.1		Determining the areas to be covered to training
3	1.7.2		Determining the venue for training
3	1.7.3		Conducting the training
3	1.7.4		Testing the employee’s skills
3	1.7.5
2	1.8	Ass. Human resource manager	Highly trained human capital
3	1.8.1		Determine the extra required skilled employees
3	1.8.2		Determining the required qualification for the employees
3	1.8.3		Conducting interviews
3	1.8.4		Training the hired employees
3	1.8.5		Reporting to the management
2	1.9		Digitized payroll system
3	1.9.1		Determine the requirements of the payroll system
3	1.9.2		Designing a prototype for the payroll system
3	1.9.3		Developing the software/purchasing the software
3	1.9.4		Installing and configuring the software
3	1.9.5		Testing the software and reporting to the management

WBS Dictionary

Level	WBS Code	Element Name	Work item Definition	Work item duration
1	1	GENRAYS Human Resource Information System	All work to implement a new Human Resource Information System.	11 months
2	1.1	High-tech computers	The work to buy the required computers and ensuring they are of the required standard.	1 month
3	1.1.1	Purchasing the computers	Procuring the required computers
3	1.1.2	Specification standard	Ensuring that the purchased computers meet the required standards
3	1.1.3	Installing the software and setting up the computers	Setting up the computers, installing operating system and other software
3	1.1.4	Testing the computers	Testing the computers
3	1.1.5	Reporting to management	Reporting to the project manager the state of computers
2	1.2	Network connectivity	The work of acquiring network equipment, setting up and configuring the network	4 months
3	1.2.1	Network design	Design the network and give a clear picture of how it will look
3	1.2.2	Network equipment purchasing	Purchasing the required network equipment
3	1.2.3	Setting up the network	Setting up the network the network, connecting the computers
3	1.2.4	Configuring the network	Configuring security standards, assigning security credentials
3	1.2.5	Testing the network	Testing the network and reporting to the management
2	1.3	Human Resource Database software	Work involved developing database software.	4 months
3	1.3.1	Software system requirements	What the software will do so as to determine how to design it
3	1.3.2	Software prototype	Design a sample software to give direction when designing the major software
3	1.3.3	Coding and developing the software	Programming and developing the software to meet its requirements
3	1.3.4	Installing and configuring the software	Installing the software in the computers
3	1.3.5	Testing the software	Test the software to determine if it’s up to standards
2	1.4	Redundant power supply	The work acquiring and installing power equipment	3 months
3	1.4.1	Determining the required equipment	Determining the required equipment
3	1.4.2	Determining the cost	Determine the cost of the power equipment
3	1.4.3	Purchasing	Acquiring the equipment
3	1.4.4	Installing the equipment	Installing and configuring the power equipment
3	1.4.5	testing	The work to test the power system
2	1.5	Redundant decent generator	Acquiring the generator and installing and configuration of the network	3 months
3	1.5.1	Audit Procurement	Determining the best quality to buy
3	1.5.2	Purchasing the generator	Procuring the generator
3	1.5.3	Installing and configuring the generator	Install the generator and configure it with the main power system
3	1.5.4	Testing	Test the generator
3	1.5.5	Report	Reporting to the project manager
2	1.6	Optimal physical security	Measures meant to enhance security of the system	3 months
3	1.6.1	Security standards	Determine the required security standard
3	1.6.2	Security equipment	Determining the required security equipment
3	1.6.3	Purchasing security equipment	Purchasing the equipment
3	1.6.4	Installing and configuring security equipment	Installing and configuration of the equipment
3	1.6.5	Testing	Testing the security equipment
2	1.7	It training mechanism	Work of training the workers	5 months
3	1.7.1	Areas to be covered in training	The areas to be covered during training
3	1.7.2	venue	Work of getting to train the workers
3	1.7.3	training	Training the employees
3	1.7.4	testing	Testing the employees after training
2	1.8	Highly skilled human capital	Work of equipping current employees with skills and acquiring more employees	2 months
3	1.8.1	Evaluate the current workers	Evaluate the current workers to determine if more are needed
3	1.8.2	Hiring new employees	Hiring new employees
3	1.8.3	Training new employees	Equipping new employees with skills
2	1.9	Digital payroll system	Work to acquire or develop payroll software	4 months
3	1.9.1	Requirement analysis	Determining the requirements of the software
3	1.9.2	Design a prototype	Design a sample system to guide in developing the main system
3	1.9.3	Buying / coding the software	Acquire a payroll software
3	1.9.4	Installing and configuration software	Installing the software
3	1.9.5	Testing the software	Testing the software

Acceptance Criteria

High-tech computers

The computers should be of high performance; this will include:

Large RAM (Random Access Memory) – the memory of the respective clients (or computer stations) should be high enough to enable fast temporary storage of data in the HRIS while information is being processed. Since GenRays is an entire company with detailed employee information, it will be mandatory to invest in high-tech computers with adequate memory.

Hard disk space – the storage space in this particular case should be large enough to accommodate large volumes of employee data that will be quite evident in the HRIS project.

Sufficiently fast processing speed – effective processing speed is always vital in any IT related technologies or systems; it goes a long way to ensure the saving of time in any digitized operations system.

Secure operating system – for the HRIS project to be effective, the high-tech computers employed should be secure in that, they should be free from the risk of virus infections. Also, the security should be complex enough to curb any malicious intents of system hacking (for example to gain unauthorized access to sensitive or classified employee information)

High multi-tasking capability – it is very important for GenRays to embark on computer usage that allows for multitasking capabilities; this will enable the HR manager and the entire HR team to perform a variety of tasks at the very same time. For example, the HR manager could be updating employee data, at the same time, retrieving online GenRays applications for recruitment purposes or even preparing the payrolls for a given time period. Thus, multitasking is very essential in GenRays proposed HRIS.

Network connectivity

High interconnection of computers – since the Human Resource Information System (HRIS) is bound to facilitate management of employee data or information, it is essential for robust transfer of employee profiles from all GenRays’ departments to the HR department. For this to occur there must be an effective network that runs all through GenRays. A Local Area Network (LAN) is preferable as it will ensure fast connections all through the organization. Also, it is easier to troubleshoot technical problems with a small workable network such as a LAN.

Multi-user capability – GenRays’ networking system should allow for multi-user operations. This basically means that the HR manager could be doing his or her own work from the comfort of the office computer and at the very same time, another employee (from any other office in GenRays) could be assessing the same content or any other information in the same network.

Ability for open file sharing – GenRays’ company network should also allow for open file sharing; this means that the HR manager can actually send relevant information to the network for retrieval or reviewing by any employee in GenRays (of course they may need a password and/or username in order to ensure authorization). Open file sharing allows for transparency. It also ensures efficiency in information transfer of any data that is related to employees in the company.

Efficient retrieval of information – any retrieval of employee information should be made easy through the implementation of the Human Resource Information System.

HR Database software

Kavanagh, Thite and Johnson (2011) in their work state that, “… for any database – related system to work, there must be provision for relevant software that will enable smooth operations in the system.” (p.18).

GenRays’ case is not different; there will be pressing need for effective software or program installment in order for the HRIS project to kick-start. The software should enable effective database operations.

Examples include spreadsheet applications such as ‘Microsoft Excel’ versions, ‘R’, among others. Such software applications come with in-built, easy to use, formulas that can come in handy especially when handling employee financial.

Redundant Power supply

It is common knowledge that any IT related company system requires effective (sometimes more than enough) power supply so as to ensure uninterrupted system activities; especially in times of processing sensitive employee information. Redundant power supply, therefore, falls in the criteria for HRIS project operations.

Redundant decent generators

GenRays will also need powerful generators that will act as backup in times of total power failure. Thus, yet another essential addition to the criterion.

Optimum physical security

Since GenRays will invest in a whole range of high-tech computers and other IT equipment, it is a mandatory the company invests in physical security in terms of alarm systems, burglar proofing in door entrances, windows and the like.

It is very important that before the HRIS project embarks, there is an assurance of optimum security of all equipment that will be brought in the scene.

IT Training mechanisms

The HRIS project is heavily IT-laden, thus there is a need to fully train GenRays employees so that they may be ready for the new HR system; training should be both technical as well as theoretical so as employees (particularly the HR team) may be in a better position to understand fully the technicalities that will come along with the new HR system.

Highly skilled human capital

Of course, GenRays needs highly skilled manpower in order to operate the new HRIS. Thus, as stated above, the employees will need to be prepared through thorough training.

Milestone Schedule

Milestone List
Project: GenRays			Date:04/01/2013
Milestone No.	Milestone	Mandatory/Optional	Completion Date	Verification
001	High-tech computers	Mandatory	3/1/2013	Project manager Approval
002	Network connectivity	Mandatory	5/10/2013	Project manager Approval
003	HR database software	Mandatory	6/01/2013	Project manager Approval
004	Redundant power supply	Mandatory	6/01/2013	Project manager Approval
005	Redundant decent generators	Mandatory	6/20/2013	Project manager Approval
006	Optimal physical security	Mandatory	7/1/2013	Project manager Approval
007	IT training mechanism	Mandatory	7/1/2013	Project manager Approval
008	Highly trained human capital	Mandatory	7/1/2013	Project manager Approval
009	Digitized payroll system	Mandatory	9/1/2013	Project manager Approval

Gantt chart diagram

Task	January	February	March	April	May	June	July	August	Sept	Oct	Nov
GenRays	+	+	+	+	+	+	+	+	+	+	+
High – tech computers	+
Network connectivity		+	+	+	+
HR database software			+	+	+	+
Redundant power supply			+	+	+	+
Redundant decent generators				+	+	+
Optimal physical security						+	+	+
IT training mechanism						+	+	+	+	+	+
Highly skilled human capital						+	+
Digitized payroll system							+	+	+	+

Critical path analysis

Approval Requirements

Due to the sensitivity of this project and the attention to detail, it would be important if GenRays’ executives were consulted immediately after the purchase and installation of high-tech computers to form a workable internal network (that is, the LAN).

According to Kavanagh, Thite, Johnson (2011), it is essential to involve the relevant authorities required for the approval of any HRIS during the initial stages of the installation; this helps by avoiding taking major steps which could ultimately be denied (p.631).

In respect to this, GenRays could seek approval from executives before embarking on the installation of database systems and the successive steps that follow; this way, amendments of the HRIS project could be done in real time, thus avoiding wastage of money, time and labor used during prior erroneous activities.

Project Manager

Needless to say, this project will need the guidance of a talented individual who can be able coordinate efforts for the success of GenRays’ HRIS project; this will be none other than the Project Manager.

References

Kavanagh, M. J., Thite, M., & Johnson, R. D. (2011). Human resource information systems: Basics, applications, and future directions. New York: SAGE Publications.

Project Management Institute. (2008). A guide to the project management body of knowledge. California: Project Management Institute Publishers.

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