HR Management Systems and HR Metrics

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.

3

HRIS Customers/Users (1 of 4)

• Two groups will use the Human Resource Information Systems (HRIS):

• Employee category individuals• Non-employee category individuals


4


Employees

• Managers: access to accurate data

• Analysts: power users

• Technicians: HRIS experts

• Clerical employees: understand process

• Organizational employees: personal info


5


Non-employees

• Job seekers: online recruiting

• Sourcing partner organizations: Monster.com


6

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


7

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.


8


Client-Server (Two-Tier) Architecture

• Used the power of PCs

• Purpose: spread out processing capability

• Created by HRIS vendors

• Database management system


9


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


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


11


On-Premise vs. Cloud Computing

• On-premise approach: single-tenant

• Customization

• Cloud-based HRIS: multi-tenant

• Configuration


12


Mobile Access

• Devices with greater speed and memory

• Mobile operating systems

• Bring your own device


13


Security Challenges

• Top priority for HRIS

• Situations to be handled by security

• Two auditing standards (compliance requirements):• SSAE 16

• ISO 27001


14

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


15


Talent Management

• Recruiting has many BoB opportunities

• Software to fine-tune hiring process

• Optical character recognition scanning applications not provided in an HRIS


16


Time Collection

• Time-keeping systems:• Capture hourly data throughout a site

• Can help with employee scheduling

• Example: bus operators


17


Payroll

• Can be outsourced to other vendors

• Looking for provider at the lowest cost

• Large corporations would purchase this application


18


Employee Benefits

• Health care providers: support interfaces

• Cost-benefit analysis should be performed

• BoB alternative: more powerful than standalone HRIS


19

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.


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Planning for System Implementation (2 of 2)

• Topics regarding planning process.

• Choice between configuration and customization.


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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.

22

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.


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• Multiple advantages.

• Problem of revisiting phases.

• Phases of the HRIS development life cycle:• Planning phase.

• Analysis phase.

• Design phase.

• Implementation phase.

• Maintenance phase.


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Four main purpose of maintenance:

• Corrective maintenance.

• Adaptive maintenance.

• Perfective maintenance.

• Preventative maintenance.


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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.


26

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.


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Needs Analysis Planning

• Prepare to investigate.

• Conduct thorough investigation.


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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.


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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.


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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.


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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.


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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.


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Observation: Analyze the Current Situation

• Assess the current state of HR systems and processes.

• Compare to organization’s expectations.


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Observation: Define the Needs

• Beliefs of those within HR.

• Consider organizational policies, procedures, and standards.


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Observation: Identify Performance Gaps

• Understand current operating environment.

• Areas of mismatch between the existing and required processes.


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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.


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Observation: Determine the Priorities

• Needs are ranked.

• Review results of preliminary analysis.

• Needs and requirements.


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Observation: Review with Management

• Ready to adjust priorities as requested.

• Work with the management.

• Understand the needs analysis.

• Time-consuming and complex.


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Exploration

• Builds on the analysis of the observation stage.

• Involves gathering additional and more detailed data.

• Collection of data


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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.


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Exploration: Interviews

• Goal: Find representative employees.

• Different types of interviews.

• Results: compiled and reviewed.


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Exploration: Questionnaires

• Structured data-collection tools.

• Advantages.

• Disadvantages.


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Exploration: Observation

• Observe personnel as they do their jobs.

• Determine the activity to be studied.

• Limitations.


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Exploration: Focus Groups

• A small sample of people representing a larger population.

• Important: provide the same depth.

• Online focus groups.


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Exploration: Focus Groups

• Recommendations for effective focus groups.

• Problem statement. • Components of problem statement.

• Considerations to be made.


46


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.


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Reporting

• Summarize the findings and presents recommendations.

• Requirements definition.

• Basis upon which the new system will be designed or purchased.


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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

Questions?

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HR Management Systems and HR Metrics

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