Administrative System and Business Profile - Myron Burger & Sons Ltd - Case Study Example

Name Tutor Course Date Plan for Administrative Systems ASSIGNMENT TASK 1: ADMINISTRATIVE SYSTEM AND BUSINESS PROFILE Step 1: Business Profile Summary Myron Burger & Sons Ltd is a human resource development company founded in 2000 focused on providing consultancy services in human recourse performance dynamics; team building strategies and helping corporate organizations to align their business strategies with market demand and trends. After its founding, the business has continued to grow its brand as a preferred consultancy firm on issues of human resource management and helping organizations conduct appraisal programs as a way of ensuring optimized human capital development, Myron Burger & Sons Ltd has diversified its services to include financial services such as auditing, development and implementation of financial systems, and offering an array of financial consultancy services such as investment, budgeting, and planning services. Myron Burger & Sons Ltd is headquartered in Cincinnati and has a total of 15 outlets throughout the state. In the past two years, the company has been on an expansion program seeking to increase its market base by at least 30 percent by opening 10 additional outlets throughout the country. Being a consultancy organization focusing on human development and financial services, Myron Burger & Sons Ltd depends on the consultants some of which it outsources depending on the project it is engaged in so as to ensure that it provides the best services for its clients. In addition to this, the company also has a very robust workforce that is highly diversified and well balanced to ensure that it meets its mandate in the market. The organization has a robust corporate culture that is shared throughout its workforce having its operations run and managed to two levels; at an executive level and at a managerial level. At the executive level, Myron Burger & Sons Ltd has a board of directors constituting of the Chief Executive Officer (CEO), the chairman, the secretary, and finance director. At the managerial level, Myron Burger & Sons Ltd has three departments – human resource management department, finance department, and operations department each of which is led by a manager in charge of running the department. Step 2: Planning Meeting Myron Burger & Sons Ltd is a human resource management consultancy company that focuses on assisting corporate organizations to manage their human resource capital with the view of optimizing their operations. Over the last few years, the organization has diversified its operations to include consultancy services in IT development as well as financial management systems helping organizations to grow their businesses within their niche market. In the discharge of mandate, Myron Burger & Sons Ltd has tried to improve its service delivery in packaging the business solutions that it provides for its clients by broadening the capacity it has through outsourcing relevant personnel and resources to undertake projects that it gets from time to time and this requires a lot of planning and preparation in ensuring success of its operations. Current Business Operations for the client – Myron Burger & Sons Ltd The current business operations that Myron Burger & Sons Ltd is involved is providing appraisal services for workforces of different organizations to ensure that personnel of the client organizations are well acquainted with the objectives and missions of their respective organization. In this regard, the company trains personnel in different human development strategies such as using Key Performance Indicators (KPIs) and institution of reward schemes to help improve human resource management strategies for the respective organizations served. The organization also provides consultancy services in developing workforce strategies to help personnel in target organizations to optimize their work out rates and greater coherence of the workforce as a whole. As indicated above, the organization has also diversified its operations to include consultancy in financial services and this means that Myron Burger & Sons Ltd provides such services as financial planning, budgeting systems, and development and implementation of financial systems for target client organization. Client Requirements for the Administrative System Given the broad field of operation that Myron Burger & Sons Ltd engages in and the growing demand it has in the market, it requires a more robust human management system that will help it prepare, plan, and execute its projects to the satisfaction of its clients within the market. In other words, Myron Burger & Sons Ltd needs a human management system that will help it manage its human capital well in preparation and execution of its projects as required by its clients. This system needs to be specifically designed to incorporate the need to outsource personnel and expertise to provide services that are not core to its business such as ICT development, and social services which have become increasingly important for its clients in recent times. In this regard, the following are the expectations that Myron Burger & Sons Ltd has for this requirement: 1. An assessment of its business operations to determine the best solution for its problem 2. The development of a human management systems that incorporates and fits in the organization’s corporate culture 3. Implementation of the system within the organization to ensure flawless operations in managing its human resource with respect with the tasks at hand 4. Training the relevant personnel in the company in the using of the system developed Possible Solutions for the Administrative System for Myron Burger & Sons Ltd Based on the requirements expected for this system, there are different approaches that can be used in designing the system required. According to Maier, Eckhardt & Weitzel (198) the broader human resource management system can be very extensive to touch on all the attributes of human resource management strategy as a whole but can also be specific to a given objective and requirement. In this regard there are the extensive system would include evaluation, payroll processes, among other human resource management attributes of business. The most appropriate solution for this project is to use client-server, software as a service (SaaS) and Application Service Provider systems which can ensure greater administrative control of human resource management systems that would be appropriate for Myron Burger & Sons Ltd. Any of these systems can be designed to incorporate the following: Payroll systems Time attendance systems Performance Appraisal Systems HR Management Information Systems Systems for Performance Record Recruitment Systems Scheduling Systems Analytics Systems Benefits Administration Systems Following these recommendations, the most appropriate course of action will be to determine the most important attributes of the system that are important for Myron Burger & Sons Ltd. After identifying these attributes of the system, it will then be easy for the development of the customized system to include the following functionalities: Payroll functionalities Database functionalities Benefits administration functionalities Performance Management functionalities Self-service functionalities Step 3: Administrative System Requirements Summary of the meeting Minutes and System Features It was established from the meeting that Myron Burger & Sons Ltd is in need of a human management system that is required to help it streamline its business operations and ensure flawless execution of its functions and obligations for its clients. It was also decided that the service provider for this service would need to have the capacity of designing, implementing and training the personnel at Myron Burger & Sons Ltd on how to use the system installed. The system that is recommended for this project is a human resource management system (HRMS) with the following key features: Database functionalities – this is a functionality of the HRMS that provides capacity for the system forming the backbone of the system including a full list of the organization’s employee details contained in their respective files (Maier, Eckhardt & Weitzel 201). The system will allow the contents of this database to be revised from time to time and to add other details as the need may be and this will help in making it easier to manage, manipulate and use employee data as required by Myron Burger & Sons Ltd. Payroll functionalities – this functionality will help Myron Burger & Sons Ltd to streamline its payroll processes with the ability to track time and attendance of personnel as attributes that may affect remuneration of personnel in the company (Unicorn HRO 1). With this feature, Myron Burger & Sons Ltd will be able to handle its payroll issues flawlessly and effectively. Self-service functionalities – this feature will make it easier and effective to handle the various issues affecting personnel in the organization such as benefits. According to Reilly (43), it takes an average of 40% of a HR personnel’s time just to handle issues about employee benefits in a large organization and this feature will be critical in cutting on the time required to handle such administrative issues. Benefits administration functionalities – this feature will deal with all benefits administration processes for employees including eligibility and account information which will speed up the process altogether (Reilly 124). Performance Management Functionalities – this feature refers to the capacity of the system to track performance of the company’s employees using a simple scoring system. It will also have the capacity of tracking training efforts and retention programs for the company’s personnel (Reilly 76). Cost and Benefits of the System The vendor that is recommended for providing the required system is Unicorn HRO which is offers different human resource management solutions for corporate. Based on its previous services, Unicorn HRO offers best human resource software in the market at competitive prices within the market. The cost of a system that would have the features indentified above will be $50 per employee at a one-time cost and an implementation cost of $2,000 and a further $500 training cost per every admin user. In total, given that the company has a workforce of 100 end-users and 10 administrators, the system will cost a total of $12,000 to fully implement and run it. This system will have the following perceived benefits: 1. Improved productivity – the system will help the organization to get the very best from all its personnel through its tracking functionalities that will encourage good performance from its workers (Unicorn HRO 1). 2. Morale boost – given that the system enables non-HR personnel to manage their own benefits giving them a feeling of control of their own performance will help boost their morale and hence performance. 3. Reduced errors – this system will help reduce human errors that make human management faulty and difficult. ASSESSMENT TASK 2: IMPLEMENTATION PLAN OF THE ADMINISTRATIVE SYSTEM Goals and objectives This system aims to achieve the following goals and objectives: 1. To improve service delivery for the company in the execution of its functions 2. To help the organization streamline its services in specific adherence to the needs of the clients in the market 3. To help reduce by 40% the time taken in administrative processes involved in dealing within the organization Recommended administrative system The recommended system for Myron Burger & Sons Ltd is a comprehensive Human Resource Management System (HRMS) with the following features and functionalities: Payroll functionalities Database functionalities Benefits administration functionalities Performance Management functionalities Self-service functionalities Vendors expected costs Unicorn HRO is the vendor to supply this service and for this system, it will cost $50 per employee at a one-time cost and an implementation cost of $2,000 and a further $500 training cost per every admin user. In total, given that the company has a workforce of 100 end-users and 10 administrators, the system will cost a total of $12,000 to fully implement and run it. Key implementation tasks, responsibilities and completion time In order to successfully implement this system, it is important to have a clear understanding of the key tasks and responsibilities forming the basis of the implementation strategy. It will be important for the implementation of the system to have a section of the company’s personnel involved in the implementation process to make it seamless and effective. It is anticipated that the project will take six weeks to be fully implemented in the organization. Resource and Staff training needs for implementation and Privacy Requirements In order to implement the system, it will require the following needs: 1. Setting up the company’s intranet system to be able to accommodate the HRMS to be installed 2. Acquiring new computer hardware to support the system 3. Collecting and consolidating workforce data to be filled into the system For the staff training needs, the company’s administrators will be the ones targeted for the training for its implementation. In order to ensure effective implementation, it will require that these administrators have security checks to minimize the level of access and the level of adjustment and manipulation that can be done on the system (Maier, Eckhardt & Weitzel 208). The copyright will remain with the vendor and it will also be charged with the responsibility of servicing the system from time to time based on the situation of the system. System Evaluation and Monitoring procedures (post implementation) In order to monitor and evaluate the system, the objectives for which it was designed will be checked against its performance to determine whether it has attained its intention. In addition to this, the monitoring process will be undertaken throughout its operation under the guidance of the administrative users in the organization after sufficient training on how to do that. Works Cited Maier, Laumer, Eckhardt, Saley & Weitzel, Toney. Analyzing the Impact of HRIS Implementations on HR Personnel’s Job Satisfaction and Turnover Intention. The Journal of Strategic Information Systems, 22.3 (2013): 193–207 Reilly, Paul. Guide to Workforce Planning and System Implementation. London: Sage Publishers. 2013. Print. Unicorn HRO. Human Resources System. 12 October 2014. 18 November 2015. .   Read More