Running head Implementing the HRIS Using Modified Change Models.docx
- 1. Running head: Implementing the HRIS Using Modified Change Models 1 Implementing the HRIS System Using the Modified Change Model 8 Implementing the HRIS Using Modified Change Models Implementing the HRIS Using Modified Change Models Change of Management For any system implementation to kick off smoothly and be success to deliver some of the intended objectives it was meant to serve various factors must be considered and well documented. Among the likely causes of failure in implementation of the system includes the high expectation of the company’s management that the new software system to be put in place will solve all the problems that the old HRIS system had. This is a very crucial key factor to consider during the implementation phase of the system as many business Larson Property Management been one of them expected that installation of the ATS system would solve all the problems of employee hiring process which the company had initially without considering first at the improvements that can be made to improve the efficiency of the old system (O'brien, & Marakas, 2005). Secondly, yes the team clearly stated the objective of having the new applicant- tracking systems, the implementations committee from both the IT and HR professionals failed to find the opinion of various stakeholders of the implementation of the ATS process would affect either directly or indirectly before embarking on the implementation process so as to ensure that their views are taken into consideration.
- 2. Change model Since change in organization or businesses is inevitable in one way or the other due to either internal or external factors, the appropriate change model I would recommend for this case is Modified Change Model. Modified Change Model The modified change model is one of the best model that many businesses have used in the past to ensure smooth transition and efficiency of the new system implemented since it transfer the existing knowledge or vital data and the experiences or the new adjustments necessary to support the new system to work efficiently and produce reliable information as stated in the objectives. When this change model is compared against other change models like the inventive change models, it provides a more effective and cost-friendly model which not only allows the previous experience from the old systems to be used to improve the performance of the new software to be implemented (Noe, Hollenbeck, Gerhart, & Wright, 2017). Through the modified change model the implementation team would be able to incorporate some of the crucial data from the previous system into the new ATS system which would enhance the performance of the new system through maintaining some of the good performance principles of the HIRS and incorporating them in the ATS system to be implemented. HRIS Implementation Before the system is taken online various considerations have to be made to ensure that the due process is followed and all the parameters are factored in the implementation plan. Some of the considerations include: 1) Consider the effect of management change to the various stakeholders
- 3. Before implementing the HRIS system is normally prudent to consider the response of some of the stakeholders like the organizations employee and how they feel about the change in management and if there were any adjustments they would like to be made to the HRIS system to make it more efficient. In addition, building a communication model is imperative to the success of the HRIS Implementation since it considers the views of all stakeholders. 2) Hire or contract a HRIS consultant Depending with the performance of your human resource department you might consider hiring a consultant especially when the HR performance is poor and also if there is strong differences between the various stakeholders involved in the implementation process (Fui-Hoon Nah, Lee-Shang Lau, & Kuang, 2001). After considering all these parameters and hiring a consultant, the consultant should be able to conduct pre- diagnosis analysis of the system and making sure that all the necessary requirements are available to make the implementation process run smoothly. Also, the consultant should make references to the previous system and make sure all the vital information are well package to prevent data loss in the process of implementation. 3) Carry out data migration procedure During the process of migrating your data from your old system to the new system, the team in charge of the implantation should make sure that the plan for data migration is laid down properly so that no data loss or interception occurs in the process giving high priority to the organizations personal data which its integrity shouldn’t be compromised in the process of data migration. Moreover, security of the system against cyber- attack should be at the forefront of your agendas. 4) Conduct system testing Run pilot checks to ensure that the system is working efficiently
- 4. as expected and if not adjustments to be made so that all key variables are included. Doing system test helps in checking the level of performance of the system before taking it live so that necessary changes can be made were need be. 5) Organize user of employee training Since it is the organization’s staff that is expected to use the new system, training them on various ways of going about the system without compromising the security of the system itself is very important in the effectiveness of the system. 6) Prepare a budget of the implantation process Budget helps to determine the feasibility of the project as to whether the organization can comfortably fund the project without running into financial hiccups. Also, the budget allows the organization’s management to eliminate certain requirements which are not that necessary for the project to make it more economical. 7) Go live Normally after all the above considerations have been taken into consideration, then the new system can be taken live as periodical maintenance and checks are done to promote its efficiency and reliability of the data/ information generated from it. Cost Benefit Analysis Conducting a cost benefit analysis is one of the most proficient ways of appraising projects to determine if they are economically sound and realistic as to what the company’s financial status is concerned. In addition cost benefit analysis is used during the process of securing funding of the project from banks and even investors. It is also used in determining the
- 5. strengths and weakness of the alternatives used in coming up with the best working alternative. The entire cost of taking the system live could be divided into the following: Parameter Approximated cost Hardware and software cost $30,000 Professional contracted $1,500 Annual maintenance cost $3,000 Direct and indirect cost $3,500 Personnel training cost $1,200 Totals $39,200 From the financial records of the Larson Property Management company, the business is estimated to make an annual profit of $280,000. Alternative one if used to implement the new system is estimated to cost the company $65,000 with Alternative Two costing $70,000. Therefore, based on the cost benefit analysis the company decided to implement the one since it was cost- effective and ensured quality deliverance of the new systems objective. Maintenance of the New System To ensure that the system functions properly, the data been entered and queried in the system should be tracked to determine any malicious or unwanted data glitches that might result in compromising the integrity of the system. This could be done through installing antivirus software which tracks and alert management of any information that posts threat to the
- 6. systems security. Conducting progressing training to the staff on the emergent ideas and technologies which can improve the performance of the systems and also creating a much elaborated logins detailed to makes it hard for an outsider to access the information without the necessary authorization. References Fui-Hoon Nah, F., Lee-Shang Lau, J., & Kuang, J. (2001). Critical factors for successful implementation of enterprise HRIS systems. Business process management journal, 7(3), 285- 296. Noe, R. A., Hollenbeck, J. R., Gerhart, B., & Wright, P. M. (2017). Human resource management: Gaining a competitive advantage. New York, NY: McGraw-Hill Education. O'brien, J. A., & Marakas, G. M. (2005). Introduction to information systems (Vol. 13). New York City, USA: McGraw- Hill/Irwin. Running head: HUMAN RESOURCE INFORMATION SYSTEM PROPOSAL 1 HUMAN RESOURCE INFORMATION SYSTEM PROPOSAL 7 Human Resource Information System Proposal Name Name of the Institution Human Resource Information System Proposal Larson Property Management Company Case Scenario Larson Property Management has made a decision to replace its old HRIS system that was designed 10 years ago with a new
- 7. system with contemporary functionalities. One application module in the new HRIS that the company wants is a sophisticated applicant tracking system (ATS). The primary objective of the ATS will be to provide a paperless hiring process. The basic functions of the new system will be managing the requisition and approval of job openings, storing resumes and job applications and retrieving through query functions the names of applicants who match job requirements, tracking a candidate’s progress through the recruiting and selection process, and providing automated reporting functions (Obeidat, 2012). The company’s managers also want an e-HR functionality that includes the Internet posting of job openings through the company’s website and external job-posting services, application and resume submission through the Web and through kiosks at various office locations, staff ability to access and use the system remotely through a Web browser, and online resume- and application-scanning capabilities. This proposal focuses on identifying an HRIS system that will help the company meet the above requirements among others. Two Ways to View an HRIS: Data versus Process System implementers need to understand the system processes and the activities that will be involved in the system, the data that will be required to be entered into the system and the system capacity. In this regard, system designers and implementers have to investigate the system in both data and process perspective (Obeidat, 2012). Investigating the HRIS system in data perspective will allow the system designers to choose a physical architecture that will accommodate all the data that will be entered into the system. This will be important to the implementers as they will be able to consider the number of system users and the processes data storage capacity that will be required. The nature of the files that will be conveyed and stored in the system will also be considered by the system implementers (Noe et al, 2017). Similarly, it is important for
- 8. the system implementers to understand the HRIS system process before designing the system. Looking at the systems from the process perspective enables the system designers to understand the requirements and the functionalities of the system. Investigating the process of the system will allow the functional requirements of the HRIS and help the system designers to choose on a system that is capable of handling the functional requirements. Logical Process Modeling with Data Flow Diagrams and Physical Design Choice Logical process modeling defines the detailed requirements of the system. On the other hand, the data flow diagram is classified into two categories that include logical and physical data diagram flows (Obeidat, 2012). Finally, physical design focuses on system application architecture. In the case at hand, the logical process modeling will include the following requirements. At the analysis stage, logical process modeling involves all functional requirements and in this case include the following (Noe et al, 2017). Managing the requisition and approval of job openings, storing resumes and job applications and retrieving through query functions the names of applicants who match job requirements, tracking a candidate’s progress through the recruiting and selection process, and providing automated reporting functions. Data flow diagram will be based on the logical data flow diagram. The data will be mapped out a contemporary logical data flow. The flow will be followed by elaborating the activities that take place such as job posting, adverts that will be conducted, filing the names of the applicants into the database, send alerts to hiring managers, file updates, track stages of the process and inform candidates among others (Noe et al, 2017). Based on the demands and the business activities that the system will handle, data that will be entered into the system and the number of system users, the physical design that was identified to be appropriate was the Three-Tier Architecture (Obeidat, 2012).
- 9. This physical design was preferred because it does not only allow several people to use the system but because it is also a multi-task system. For example, if three recruiters update a similar job position simultaneously, the system will ensure that all the updates are posted in the system. Choose HRIS Vendor This section of the paper provides an in-depth analysis of three HRIS system vendors with the views of finding the best HRIS system for the company. Human Resource Information System Vendor Item of Comparison BambooHR Software Zenefits HR Software iSolved HCM Software HRIS Overview BambooHR is a comprehensive, online core HRIS/HRMS software solution that streamlines and centralizes employee information into a single database with instant, real-time alerts and reports. It offers secure and remote access to data so that employees and managers can view, update, and manage data independently. Zenefits HR Software is also a web-based that provide free HRIS services to its users. The software also provides time- tracking and benefits processes from a single dashboard. The software has its human resource processes integrated so that in changes to an aspect of HR is reflected in other aspects. iSolved HCM software is a cloud-based HR system that is designed to help small and medium organizations to maintain and manage their human resource activities. The system is user- oriented which makes it very easy to use. Cost The price is charged based on the number of services that have been applied and the duration of use. Just like in the case of BambooHR Software, Zenefits HR also
- 10. prices its services based on the number of HR services applied. However, the vendor offers free HRIS which is contrary to other vendors. The vendor offers its prices as a whole it does not reduce its prices based on the services applied for. However, the vendor offers a discount when the contract is over one year. HR functions offered Manages all HR, payroll, time-tracking, and benefits processes from a single online dashboard. It also offers other benefits administration, onboarding, core HR, and employee scheduling A scalable solution, time-tracking, benefits, but bundles, payroll, offers HRIS to small and medium organizations. Capabilities · Mobile/tablet/PC accessibility. · Intuitive mobile application for iOS and Android. · Ease of implementation/customization. · Support for MS Windows, Mac, and online platforms. · Support of six languages (English, Dutch, German, French- Canadian, Spanish, Portuguese) and a variety of currencies in 70 countries worldwide. · 24/7 knowledge base accessibility. · Free seven-day product trial. · Extremely fast-growing SaaS/HR Software Company. · Facilitate quick navigation.
- 11. · Real-time reports run in just a few clicks. · Dedicated account team of advisors that clients/employees can call or email. · Free online and phone consultation/support and demo. · Free trial available. · Zenefits is easily configurable and customizable. · Trusted by 45,000 employers and over three million employees · Customer service is top quality · Data security is a priority · All data can be entered from a single point · Goal setting options keep employees on task and mobilize departments · Reduces need for imports and exports from disparate systems · Syncs HR, time, and payroll Recommendation Based on the above comparison, it is recommended that the company, in this case, select Zenefits HR Software vendor. The software will come with free HRIS which will allow the organization to access the human resource information services even when they have not subscribed to the services of the vendor (Noe et al, 2017). The software is also easy to customize
- 12. since it is very flexible. References Noe, R. A., Hollenbeck, J. R., Gerhart, B., & Wright, P. M. (2017). Human resource management: Gaining a competitive advantage. New York, NY: McGraw-Hill Education. Obeidat, B. Y. (2012). The relationship between the human resource information system (HRIS) functions and human resource management (HRM) functionalities. Journal of Management Research, 4(4), 192-211. Running head: SYSTEM DEVELOPMENT LIFE CYCLE PROPOSAL 1 SYSTEM DEVELOPMENT LIFE CYCLE PROPOSAL 5 System Development Life Cycle Proposal Student’s Name: Institution: System Development Life Cycle Proposal Needs Analysis The Larson property management company is in need of a distributed Applicant Tracking System that simulates the activities of Human Resources Management, specifically the recruitment process. According to Isaias & Issa (2015), the beginning and important part of the Software Development Life Cycle is the system requirement elicitation (need analysis). From the presented scenario, the following are the system needs of the new Applicant Tracking System; (a) an distributed web
- 13. application that can be accessed all over the world through web browser, (b) an information systems with unlimited storage capacity, (c) a self-automated system that takes and track applicants' data, (d) an autonomous system that manage requisition and approve job openings, (e) a system that can advertise job postings in the company's webs., (f) a system that can scan online submitted resume and applicants’ details, and (g) an information system that can process data at a higher speed and provide an accurate results. Because the Larson property management company has a department of information technology, then the change team members that will help identify system needs are the members of the department of Information Technology. These include; (a) database administrators-/he who will provide information regarding the database system of the new Information System, and (b) Chief Security Officer-will provide needed security details of the new Information system. Interview, Questionnaire, Observation, or Focus Group The additional data regarding the development of the new system will be sourced from the users of the legacy HRIS. The above-stated system needs will be compared with the functionalities of the HRIS and the new data will be generated from the comparison. Moreover, additional data will be collected from prospective applicants-here the prospects will be informed about the new system and asked to explain how the new system needs to look like on their sides. During the exploration phase, the change management team will collect data regarding the new system by looking for opinions from the users of HRIS, human resource personnel, and job prospects. Throughout this process, the change management team will use focus groups for discussion that aim at comparing the two systems with the aim of collecting data that will serve as need analysis for the ATS. During the focus group discussion, the change management team will ask the following questions to the end-users;
- 14. 1. How do you believe that the new system will transform human resources management of the Larson property management? 2. How easy will be the use of ATS as compared with the legacy HRIS? 3. How faster will ATS be as compared with the legacy HRIS? 4. What are some of the advantages and disadvantages of the ATS to the legacy HRIS? 5. Do you believe that the ATS is a secure information system? Conclusion If the Larson property management company adopt the new HRIS (the ATS), then it will leverage the following benefits; Faster Processing of the Applicants’ data. The new system will eliminate tedious paperwork application process. Here, there will a faster way of receiving and reviewing applicants’ details because the data is exchanged from one office to another through the internet. The Applicants' data is safe from misplacing because they are stored in the system's database. The ATS will give the company an opportunity to recruit highly qualified employees. This is because the system will track all applicants’ details and resume and select the best candidate that matches the requirements of the job posting. Additionally, HRIS helps the human resources department in tracking the performance of employees and this facilitates the management of Human resources (Sulochana, & Sajeewanie, 2015). References Isaias, P., & Issa, T. (2015). Information system development life cycle models. In High Level Models and Methodologies for Information Systems (pp. 21-40). Springer, New York, NY. Sulochana, K. A. B., & Sajeewanie, T. L. (2015). The Impact of HRIS on HRM Effectiveness: A Study in Large Scale Group of Company in Sri Lanka. Human Resource Management Journal, 3(1).