Post on 03-May-2023
Lesson 2
HRIS Needs Analysis: Systems Considerations, Planning for Implementation and the Systems
Development Life Cycle
BHRM9306
HR Management Systems and HR Metrics
2
Learning Objectives
By the end of this class, you should be able to:
• Examine the systems considerations in the
design of an HRIS: Planning for
implementations
• Discuss the types HRIS architecture and
describe the main concepts of HRIS security
and privacy laws
• Examine a system development life cycle
(SDLC) and HRIS needs analysis
PowerPoint Presentation for
Human Resource Information Systems: Basics, Applications, and
Future Directions.
Adapted by:
Dr. Seyy Sode
Niagara College, TorontoJohnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
Systems Considerations in HRIS Designs
• Successful implementation is central goal
• Meeting the needs of the human resource management
• Understand users/customers• Tech possibilities and parameters• Implementation process
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Customers/Users (1 of 4)
• Two groups will use the Human Resource Information Systems (HRIS):
• Employee category individuals• Non-employee category individuals
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Customers/Users (2 of 4)
Employees
• Managers: access to accurate data
• Analysts: power users
• Technicians: HRIS experts
• Clerical employees: understand process
• Organizational employees: personal info
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Customers/Users (3 of 4)
Non-employees
• Job seekers: online recruiting
• Sourcing partner organizations: Monster.com
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Customers/Users: Data Importance (4 of 4)
Important Data
• Common perception in all users
• Categories of data:
• Information about people• Information about organization• Interaction of both
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Architecture (1 of 7)
The Early Days
• Mainframe computers• Built by International Business Machines (IBM).
• These systems hosted the payroll applications for most enterprises.
• A single-tier computing system• Mainframe computers had the architecture of a single-tier
computing system.
• Everything resided on the mainframe and had to be accessed by the client company locally.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Architecture (2 of 7)
Client-Server (Two-Tier) Architecture
• Used the power of PCs
• Purpose: spread out processing capability
• Created by HRIS vendors
• Database management system
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Architecture (3 of 7)
Three-Tier and N-Tier Architecture
• Three-tier architecture: servers divided
• Drawbacks: network traffic and installation
• Adoption of the Web browser
• N-tier architecture: expandable to handle load balancing
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021. 10
HRIS Architecture (4 of 7)
Cloud Computing—Back to the Future!?
• A computing architecture
• Three general service categories: IaaS, PaaS, SaaS
• Goal: reduce number of resources needed
• A return to the single-tier model
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Architecture (5 of 7)
On-Premise vs. Cloud Computing
• On-premise approach: single-tenant
• Customization
• Cloud-based HRIS: multi-tenant
• Configuration
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Architecture (6 of 7)
Mobile Access
• Devices with greater speed and memory
• Mobile operating systems
• Bring your own device
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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HRIS Architecture (7 of 7)
Security Challenges
• Top priority for HRIS
• Situations to be handled by security
• Two auditing standards (compliance requirements):• SSAE 16
• ISO 27001
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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Best of Breed (1 of 5)
• Best of Breed: architecture that combines products
• Goal: deliver best possible solution
• Three conditions for the synergy to work:• Perceived need
• Inoperability guidelines
• Compatible applications
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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Best of Breed (2 of 5)
Talent Management
• Recruiting has many BoB opportunities
• Software to fine-tune hiring process
• Optical character recognition scanning applications not provided in an HRIS
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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Best of Breed (3 of 5)
Time Collection
• Time-keeping systems:• Capture hourly data throughout a site
• Can help with employee scheduling
• Example: bus operators
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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Best of Breed (4 of 5)
Payroll
• Can be outsourced to other vendors
• Looking for provider at the lowest cost
• Large corporations would purchase this application
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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Best of Breed (5 of 5)
Employee Benefits
• Health care providers: support interfaces
• Cost-benefit analysis should be performed
• BoB alternative: more powerful than standalone HRIS
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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Planning for System Implementation (1 of 2)
• Views of different authors and consultants:• Rampton, Turnbull, Doran: 13 steps
• Jessup and Valacich: 5 steps
• Regan and O-Conner: 8 steps
• Points to remember regarding system implementation. • First key step: planning.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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Planning for System Implementation (2 of 2)
• Topics regarding planning process.
• Choice between configuration and customization.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, 5e © SAGE Publications, 2021.
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• Project manager
• Steering committee/project charter
• Implementation team
• Project scope
• Management sponsorship
• Process mapping
• Software implementation
• Customization
• Change management
• “Go live”
• Project evaluation
• Potential pitfalls
The Systems Development Life Cycle and HRIS Needs Analysis
• Systems development life cycle.• Focuses on the activities across all aspects of the
development project.
• Needs analysis: gathering, prioritizing, and documenting.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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The Systems Development life Cycle (1 of 3)
• Formal, multistage process: Information systems are implemented.
• Specific phases.• Include planning, analysis, design, implementation, and
maintenance
• Tailored to the needs of the organization.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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The Systems Development life Cycle (2 of 3)
• Multiple advantages.
• Problem of revisiting phases.
• Phases of the HRIS development life cycle:• Planning phase.
• Analysis phase.
• Design phase.
• Implementation phase.
• Maintenance phase.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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The Systems Development life Cycle (3 of 3)
Four main purpose of maintenance:
• Corrective maintenance.
• Adaptive maintenance.
• Perfective maintenance.
• Preventative maintenance.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Analysis
• Specify details about the requirements.
• Expensive software.
• In the absence of needs analysis: extra money and time.
• Proper needs analysis: Information focused on essential areas of HR.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (1 of 22)
• Purpose of needs analysis.• Current system performance issues; • The introduction of a new system, application, task, or
technology; or • Any opportunities perceived to benefit the organization.
• Systematic and methodical.
• Five stages.• Needs Analysis Planning,• Observation,• Exploration,• Evaluation,• Reporting.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (2 of 22)
Needs Analysis Planning
• Prepare to investigate.
• Conduct thorough investigation.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (3 of 22)
Needs Analysis Planning: Organize the Needs Analysis Team
• Human Resource Information Systems (HRIS) analysts and information technology staff.
• External consultant.
• Members from the functional areas.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (4 of 22)
Needs Analysis Planning: Determine Management’s Role
• Require active involvement.
• Presence critical to the success of the project.
• Guide team, resolve issues, and set priorities.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (5 of 22)
Needs Analysis Planning: Define the Goals
• Define, clarify, and gain management acceptance.
• Give focus and provide a standard to achieve them.
• Timing, budget, staffing.
• SMART goals.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (6 of 22)
Needs Analysis Planning: Determine Tools and Techniques to Be Used
• Specific information-gathering tools and techniques.
• Verify data and consider alternatives.
• Establish performance standards and criteria.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (7 of 22)
Observation
• Examine current systems and processes.• To forming the basis for later recommendations. • High-level investigation ahead of the exploration stage.
• Interact with employees at all levels.• To identify trends. • Provides opportunity for employees to voice their concerns
and for the needs analysis team to better understand the strengths and weaknesses of the current systems and operations.
• Involving the users can create a sense of ownership, lead to more effective communication, and success of the systems.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (8 of 22)
Observation: Analyze the Current Situation
• Assess the current state of HR systems and processes.
• Compare to organization’s expectations.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (9 of 22)
Observation: Define the Needs
• Beliefs of those within HR.
• Consider organizational policies, procedures, and standards.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (10 of 22)
Observation: Identify Performance Gaps
• Understand current operating environment.
• Areas of mismatch between the existing and required processes.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (11 of 22)
Observation: Classify the Data
• Categories: function, process, and other groupings.
• Technical and process systems issues should be separated.
• Separate real problems with symptoms.
• Consider the scope of the issue.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (12 of 22)
Observation: Determine the Priorities
• Needs are ranked.
• Review results of preliminary analysis.
• Needs and requirements.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (13 of 22)
Observation: Review with Management
• Ready to adjust priorities as requested.
• Work with the management.
• Understand the needs analysis.
• Time-consuming and complex.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (14 of 22)
Exploration
• Builds on the analysis of the observation stage.
• Involves gathering additional and more detailed data.
• Collection of data
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (15 of 22)
Exploration: Collect the Data
• Provide foundation for development of goals.
• Maybe used for other processes.
• Use of multiple techniques.• i.e., Collecting data
• Interviews• Questionnaires• Observations• Focus-group discussions• Reviews – job descriptions, policies, procedures etc.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (16 of 22)
Exploration: Interviews
• Goal: Find representative employees.
• Different types of interviews.
• Results: compiled and reviewed.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (17 of 22)
Exploration: Questionnaires
• Structured data-collection tools.
• Advantages.
• Disadvantages.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (18 of 22)
Exploration: Observation
• Observe personnel as they do their jobs.
• Determine the activity to be studied.
• Limitations.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (19 of 22)
Exploration: Focus Groups
• A small sample of people representing a larger population.
• Important: provide the same depth.
• Online focus groups.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (20 of 22)
Exploration: Focus Groups
• Recommendations for effective focus groups.
• Problem statement. • Components of problem statement.
• Considerations to be made.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (21 of 22)
Evaluation
• Data must be reviewed and assessed.
• Arrange in a format.
• Review by the project team.
• Ways of assessing and analyzing the system data, functions, and processes.
• Results: operational depiction of the HR system needs.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Needs Analysis (22 of 22)
Reporting
• Summarize the findings and presents recommendations.
• Requirements definition.
• Basis upon which the new system will be designed or purchased.
Johnson, Kavanagh, Carlson, Human Resource Information Systems, Fifth edition © SAGE Publications, 2021.
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Upcoming Assessments, Submissions
& Reading
▪ In-Class Assignments
▪ Case Study 1▪ Case Study 2
▪ Chapter Tests▪ Test 1
▪ Test 2
▪ Mid-term Exam
▪ Final Comprehensive Exam
49
Lesson 3 Reading
Johnson, R. D., Carlson, K. D. & Kavanagh, M. J. . (2020). Human Resource Information Systems: Basics,
Applications, and Future Directions. 5th Edition, Sage.
Chapter 4