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Purpose
To develop a business case for the industry to pursue a modern and comprehensive human resource information system to replace the current systems. The new system is aimed at improving employees access to track their careers and enhance the management hiring process. The human resource information system will improve the payroll functions while automating the HR processes that are not only costly but time-consuming.
Description
The new systems promise considerable financial savings. This explains the company wishes to use the savings for developmental initiatives. To meet the predicted growth, the organization needs a streamlined HR system capable of promoting growth, saving money, and being of use to employees. The project entails the selection and implementation of a modern human resource information system across the company. The needs of the organization are first established, after which the most appropriate HRIS is selected from reputable vendors. After it has been implemented, the HRIS system will be monitored continuously and the adjustments made.
Objective
It is aimed at enabling standardized human resource business processes, improving efficiency, and eliminating the need for numerous shadow systems. A new human resource system will offer tracking capabilities of workers and information on new positions that support enhanced decision making by the management particularly through on-demand analysis of data and reporting.
Success Criteria or Expected Benefits
GenRays Company will utilize the following success criteria to determine the success of the human resource information system.
Efficiency
The time spent in processing employees details and transactions will be reduced to complement the new strategy. The reduction of time consumed in administrative work allows enough time for the core operations of the organization that are paramount for productivity. The company will attain efficiency if the present HR officers can manage the workers without the need to outsource further assistance.
Effectiveness
Organizational strategy and growth can be evaluated with the HR component. As a result, the success of the HR component influences the efficiency of its personnel.
System usage
The human resource information system will facilitate effective monitoring of daily operations and user behavior.
User satisfaction
System user satisfaction is important in implementing HR strategies and objectives. As a result, the human resource department constitutes the user population of the organization. Thus, a simple user interface will guarantee employee satisfaction and productivity. Consequently, a successfully implemented system is evaluated based on consumer satisfaction, improved services, and efficiency.
Quality of technology
If the technical aspect of the system is satisfactory, workers will be efficient and productive. As a result, unskilled personnel will be trained to improve service delivery and productivity.
Benefits
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Automatic generation of expense reports and paychecks
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Increase transparency in the hiring process
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Improve management standards for employment and uniform job description
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Allocating qualified personnel to each resource department
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Assisting workers to develop a career track that is in line with their personal goals
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Easy access to and processing of HR information
Funding
The project will be financed after budget approval by the management. Company profits and savings will be used to implement and operate the new HR system.
Major Deliverables
The HR deliverables for the new systems will align the firms objective with business operations. As a result, business trends, employee satisfaction, and productivity will be achieved. The deliverables will assist HR professionals to overcome the challenges of organizational change. Consequently, the deliverables will improve the efficiency of a trained and motivated workforce. The deliverables include recruitment and selection process framework, performance management systems, HRMIS selection, and implementation guidelines, remuneration and incentives architecture, competency profiles and frameworks, personality assessment, and audit skill.
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Recruitment and selection process framework: The framework for the recruitment and selection process will be given to the vendor. The framework for performance management
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Performance management systems: The framework for performance management systems will be made available.
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HRMIS selection and implementation guidelines: The blueprint for this deliverable will be given to the HR vendor.
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Remuneration and incentives architecture: The blueprint for this deliverable will be given to the HR vendor.
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Competency profiles and frameworks: The blueprint for this deliverable will be given to the HR vendor.
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Personality assessment: The blueprint for this deliverable will be given to the HR vendor.
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Audit skill: The blueprint for this deliverable will be given to the HR vendor.
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Presence of HR database software: This software will permit active operations and management of the database (Michael, Mohan & Richard, 2011).
Acceptance Criteria
Acceptance of the deliverables is an essential part of the system users taking ownership of the newly implemented system. It is associated with individual project milestones or tasks.
Milestone Schedule
The final project report will include all deliverables, charter requirements, and goals of the project. A good project closure report should include a summary of the project plan, changes in the scope of the project, lessons learned from the project, budget, schedule, and the performance metrics used during the project.
Five Topics for the HRIS Project
The purpose for closure
The reasons for project closure will be relayed to stakeholders. As a result, the meeting will include the project sponsor, senior leadership, project manager, and plant managers. The project accomplishment will be relayed to the stakeholders.
The new GenRays Human Resources Information System (HRIS) project has been closed. The project accomplished all the tasks, deliverables, and milestones. The new system allows human resource responsibilities, automated service delivery, career tracking, automated e-forms, central database systems, simple payroll systems, and company benefits.
Milestones
Project milestones include initial planning, technical requirement, hardware and software procurement, hardware and software installation, implementation, and support. Milestones will be scheduled with the plan and completion dates. This information will be circulated across influential stakeholders.
Project scope and changes
Project scope, changes, impact, associated costs, schedule implications, and performance issues will be summarized in the third discussion topic. Consequently, documents will be displayed to validate each item listed above. Managers will organize the project scope because it influences the completion dates for each task. As a result, each task must be scheduled, budgeted, and reported on the project timeline. Consequently, the stakeholders will receive daily reports prior to and during the implementation phase. The project completion will improve the implementation of a new system for the purchase, finance, and accounting departments. The new HRIS will improve employee satisfaction, job specialization, and cost reduction.
Project records
The Project Manager is responsible for task documentation and safekeeping. As a result, project deliverables, requirements, scope, adjustments, budget, and risk assessment plan are available to stakeholders.
Lessons learned
Reports will be relayed for future projects to ensure a smooth transition. As a result, project risks, challenges, solutions, and opportunities will be reported. Documentations will be provided in the lessons we learned through the project implementation periods. After the closure report has been submitted, the project manager needs to make sure the information is accessible. Team members will be selected based on competence and experience. Consequently, the team organization, communication, reliability, and productivity will be evaluated based on the projects success. As a result, members with poor task completion will be informed to avoid future occurrences.
The Milestone Summary for the New HRIS
Approval Requirements
This project is highly sensitive and requires attention prior to and during implementation. It is crucial for company executives to be consulted prior to the purchase and installation of high-tech computers. Informing the relevant authorities is of the essence for the approval of any human resource information system during the initial phases of installation. Prior to the installation of the database systems, teamwork, resilience, and operational management will influence productivity. This will help to facilitate amendments of the project in real-time and consequently avoid wastage of time, labor, and most importantly money.
Project Manager
Skilled personnel will be needed to provide guidance and coordination for this project implementation. As a result, the skilled employee will be assigned the role of a project manager.
Project Scope Description
The new HRISM will begin in January 2016 and end in July 2016. The project will be evaluated based on the objectives of the organization. The features of the project implementation phase include recruiting capabilities, succession planning, employee database, e-forms, payroll capabilities, position control, and central database systems.
The project deliverables after completion will be summarized
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Efficient recruitment capabilities
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Efficient succession plan
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Robust and automated employee database
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A central database system
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An efficient e-forms network
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Efficient payroll capabilities
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Position control
According to Ankrah and Sokro (2012) human resource information system is a technology used in the collection, storing, and analysis of a firms operations and transactions. It is an online solution used for data entry purposes. It has the potential to handle so many issues within a firm. As a result, the system manages workers information, analyze, report employee information, and store the applicants tracking details.
Contrary to common belief, human resource information systems go beyond software application and computer hardware to employee satisfaction and organizational growth. It includes the employees, policies, procedures, and the data needed to manage the human resource functions as described by Yeh (2012). The core business components of the system include employee information, management of payroll, and the benefits it offers.
Customer Requirements
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Assist workers to develop a career track that aligns with their personal goals
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Permit transparency in the hiring process
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Management needs a that evaluates competent workforce
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Automatic processing of expense reports and paychecks
Statement of Work
Team members will unify the project requirements to sustain the project deliverables. The project requirements include deliverables, client software, data integration software, system licenses, payroll protocol, and recruitment guide, and end-user guide.
The vendor shall offer sufficient management training to ensure that tasks are performed accurately, efficiently, and comply with the set out requirements. The vendor will designate one manager to monitor and supervise the assigned staff. Consequently, monthly performance reports that outline the expenditures, billings, progress status, and challenges encountered in performing these tasks will be provided.
The vendor will prepare a project management plan that will need the approval of the government. A draft should be submitted together with the cost and technical proposals for this project. The project management plan will be useful in managing, tracking, and evaluating the performance of the project manager. It will include control policies and procedures as laid down in the industry-standard practices for the administration, implementation, and tracking of the project.
Project Deliverables
The vendor will be required to submit all the described deliverables to the project manager at the address already provided. If the deliverable size needs to be placed upon a CD, the vendor shall prepare and then deliver to the support center with a separate envelope for every address.
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Recruitment and selection process framework: The framework for the recruitment and selection process will be given to the vendor. The framework for performance management
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Performance management systems: The framework for performance management systems will be made available.
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HRMIS selection and implementation guidelines: The blueprint for this deliverable will be given to the HR vendor.
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Remuneration and incentives architecture: The blueprint for this deliverable will be given to the HR vendor.
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Competency profiles and frameworks: The blueprint for this deliverable will be given to the HR vendor.
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Personality assessment: The blueprint for this deliverable will be given to the HR vendor.
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Audit skill: The blueprint for this deliverable will be given to the HR vendor.
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Presence of HR database software: This software will permit active operations and management of the database (Michael, Mohan & Richard, 2011).
The project deliverables for the new HIRS include a project plan, presentations, end-user training, decommission, database, test environment, presentation, and purchases.
The project team relied on face-to-face interviews with departmental heads and employees. As a result, the project team generated eight criteria. The requirement includes human resource responsibilities, automated service delivery, career tracking, automated e-forms, central database systems, simple payroll systems, and company benefits.
The government certification of satisfactory services offered is contingent upon the vendors acting according to the terms and conditions detailed in the referenced agreement and all amendments.
Work Breakdown Structure
Project Boundaries
The project only entails the implementation of a human resource information system within the human resource department of the company.
Project Assumptions
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The following assumptions were used during the preparation of the project plan:
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The employees are willing to adapt to the new system in order to take advantage of the functionality provided by the new system
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The company management will make sure that the project team members will be available whenever needed to ensure the completion of project tasks and objectives
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The project team members shall adhere to the specified communications plan
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All the participants will comply with guidelines identified in the plan
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The project plan is subject to change on an ongoing basis as fresh information is revealed
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The entire management of the company will foster support and also embrace the goals and objectives of the project
Initial Defined Risks and Constraints
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Key: L = low, M = medium, H = high