Human Resource Info Systems - Assignment Example

Human Resource Info Systems Stage I Introduction Human resource management can be considered as a crucial part of the everyday functionality within the hospitality industry. It is vital in terms of effectively managing each and every function within the hotels and restaurants including recruitment, management, development and monitoring among others. Moreover, by taking into consideration the current level of competition within the hospitality industry, it can be stated that these functions are crucial with regard to providing the hotels with a competitive advantage over its competitors. In relation to the concerned scenario, it has been determined that Castle’s Family Restaurant can be termed as a chain of restaurants comprising eight restaurants spread all over north California. Presently, this restaurant chain is facing an issue regarding effective human resource (HR) management. The prime focus of this discussion will be towards effective evaluation of the current management issue within this restaurant chain. Special emphasis will be provided regarding the implication of Human Resources Information System (HRIS) within the functionality of this restaurant chain to increase the efficiency of the work process and simultaneously save significant amount of time as well as money. Company Review Business Assessment Based on the case scenario, it can be ascertained that the name of the business which is being assisted is Castle’s Family Restaurant, a restaurant chain business which is established in north California. It has got multiple branches spread all over the area. The restaurant chain can be considered as a large service sector operating within that area and by taking into consideration its current level growth within United States (US) market, it can be stated that the restaurant business has been attaining gradual success and profit. These restaurant business processes have also been significantly contributing in terms of the nation’s quarterly and annual gross domestic product (GDP) figures (National Restaurant Association, 2014). Taking about the business environment, it can be said that this restaurant chain employs a substantial workforce of around 300-340 employees who are placed in eight restaurants of the business. It serves multiple customers and thus requires effective management (Agarwal & Garg, 2012). Identified Problems Correspondingly, by taking into consideration the present management issue within this restaurant chain, it can be stated that the need of a centralized monitoring and control system is of paramount importance. Currently, the staff and the daily process management within this restaurant chain are ineffective and time consuming as well. In this regard, the operations manager and acting HR manager Jay Morgan is bestowed with the responsibility of travelling to each of the locations of the restaurant to address scenarios related to hiring, recruiting, scheduling and responding to the queries of the employees as per requirement. This cumbersome process has resulted in increased gasoline costs, which in turn has brought about the need to reduce the travel time. Moreover, there is also a necessity of ensuring that this set of tasks can be performed by the concerned official from office itself without travelling which would be extremely cost-effective. Thus, through a centralized system, the hotel management team including the operations manager and acting HR manager Jay Morgan would be able to control and monitor all the operations within every branch of this restaurant chain without travelling much. Moreover, depending in the provided scenario, multiple human resource functionalities can be listed out which might prove effective with reference to the provided issues. These functions include: 1. Regular or periodic monitoring of restaurant staff activities and performance levels. This can be correlated with the concept of employee monitoring through which the management has extract significant insights about the strengths and weaknesses within their workforce and improvise them accordingly (Stealthgenie.Com, 2013). 2. Measuring the effectiveness, quality and precision of the service being provided to the customers through feedback collection. This can be attained through the distribution of after service feedback forms to customers (Mind Tools Ltd., n.d.). 3. Undergoing simultaneous customer survey and questioning process with the prime intention of understanding their satisfaction levels and expectations. This can be done through a more specific manner of undergoing face to face interaction with the customers after they have been delivered with the services (Mind Tools Ltd., n.d.). 4. Bring about improvisation with the workspace communication process through effective training and scenario practices. This will gradually help in speeding up the work process attaining customer’s response (Universal Accreditation Board, n.d.). 5. Introduction of Human Resource Information System (HRIS) within the work structure of this restaurant business in order to establish a central control over every operation especially the function of human resource management such as recruiting and selecting among others (Bal et al., 2012). Out of these five listed human resource functions which can be implemented to the provided case of Castle’s Family Restaurant, the fifth step i.e. introducing HRIS can be stated to be the most appropriate which can help in solving the current management issue faced by this restaurant chain. HRIS Needs Assessment The Human Resources Information System (HRIS) can generally be explained as a management tool which uses the concept of information technology for effectively managing a business process. This tool has found its wide acceptability in multiple hospitality organizations. This tool is mostly used by the human resource department operating within an organization to keep a track of all the employees belonging to that organization. The tool comprises a database where each and every job related information of employees are collected and analyzed accordingly (Singh, Jindal & Samim, 2011). On effective evaluation of the current scenario of this restaurant chain, it can be said that through efficient time and process management, it can minimize the management issues by a considerable extent. Thus, depending on these inferences, a recommendation can be provided regarding the implication of HRIS tool for this organization. This will help the operations cum human resource manager of this organization in terms of systematic record keeping of all the employee details such as leave counts, working day counts, date of joining, performance appraisal ratings, new entrants’ profile maintaining and other factors of employee management. With the help of this tool, the HR manager can maintain constant monitoring of every unit of this restaurant chain and thus he would not have to travel on a regular basis. This will significantly help in minimizing the time wastage along with lowering the travelling cost accordingly (Singh, Jindal & Samim, 2011). Conclusion By taking into consideration the above described facts, it can be concluded that HRIS tool can emerge as a significant help to this restaurant chain since through this tool the restaurant can bring about improvisation within its management process. Moreover, this tool will also provide help regarding carrying out of recruitment process effectively. The HR manager can maintain a systematic employee related database within a single hardware and thus minimize the infrastructure cost as well. Stage II Introduction For the second stage, the main focus will be regarding the selection of a particular HRIS application which will fit accordingly to the provided situation. Focus will be also provided regarding effective evaluation of different available and suitable HRIS applications to determine which of the HRIS will act as a significant help in terms of bringing about improvisation and higher efficiency within the work process. HRIS Type As already stated above, there are multiple HRIS applications that can be listed which if successfully implemented can prove to be an effective solution to the current issues faced by this restaurant chain’s management. These HRIS applications have been depicted hereunder: Transactional Processing System This system is mostly used in areas of operations within an industry. This system helps in improvising the speed of regular business transactions and gradually bringing down the cost aspect associated with the transaction process. This model specifically helps processes such as payrolls, attendance recording and monitoring, creation and auto filling up of online application forms among others (Kavanagh, Thite & Johnson, 2011, pp. 21-22) Management Information System This system model helps in supporting managerial functions within an organization. This system model supports the management through provision of significant data to the human resource departments and other specific departments functional within the organization. It also helps the HR managers in making crucial on-going job decisions and provides defined ad-hoc reporting services. Certain features provide by this HRIS software model includes preparation and finalization of yield reports which are used during recruitments and calculation of employee merit list among others (Kavanagh, Thite & Johnson, 2011, pp. 21-22). Executive Information System This is a high end HRIS system and is mostly utilized by managers. The data provided by this system is mostly used for making strategic decisions for long term perspectives. The data types mostly comprise profit and loss statements along with balanced scorecard. Through these data, the company managers can easily figure out the loose areas within their functionality for which they have underwent monetary losses (Kavanagh, Thite & Johnson, 2011, pp. 21-22). Office Automation System This system is mainly meant for making the work process of the organization completely automated. Through this system, the managers and the higher end authorities can effectively control the daily operations within an organization. Besides, the managers can also schedule online training programs for the employees and carry out the recruitment process as well (Kavanagh, Thite & Johnson, 2011, pp. 21-22). Expert System This system has also been designed as a management utility tool which helps in resume searching support. The system is equipped with automated decision making capabilities. The managers need to just insert the search criteria and qualification requirements and this software model will bring out the appropriate results from various job portals (Kavanagh, Thite & Johnson, 2011, pp. 21-22). Here is the list of few HRIS applications which have been found suitable based on the issue types faced by the Castle’s Family Restaurant. In simple terms, HRIS is just like database software equipped with additive features for performing specific calculation by using the stored employee data. There seems to emerge multiple HRIS vendors who provide these software packages to companies. Moreover, instead of using standalone applications of HRIS, this restaurant chain can use a combination of all the applications provided within the HRIS software package which will gradually help in bringing down their workload gradually. However the ‘Office Automation System’ and the ‘Transactional Processing System’ seems to be two appropriate HRIP application types which might fit well based on the current provided issues of this restaurant chain (Kavanagh, Thite & Johnson, 2011, pp. 21-22). HRIS Vendor Comparison In the current marketing scenario, multiple HRIS system vendors are available who provide the utility software depending on the type and the necessity of the organizations. A few of such vendors are depicted hereunder: COBRA Solutions (Homepage: http://www.cobrasolutions.com/) MTI Business Solutions (Homepage: http://www.mobiletechwebsite.com) NuView Systems, Inc. (Homepage: http://www.nuviewinc.com/) Onrec.com (Caroo Media) (Homepage: http://www.onrec.com) Detailed Description Cobra Solutions Products List: COBRA Administration Manager The company claims the COBRA Administrative Manager to be the best administrative software distributor within the market (COBRA Solutions, Inc., n.d.). Cafeteria Plan Manager Through this cafeteria plan manager software, the managers can easily track employees along with their pre-tax benefits. The software also helps in administering ‘premium only plans’ (POP), ‘employee medical reimbursement’ and ‘dependent care reimbursement plans’ (COBRA Solutions, Inc., n.d.). Employee Database Manager  The employee database manager pack is an HRIS tool provided by COBRA Solutions which provides effective storage, tracking and reporting of every specific employee related data within the organization. It also provides email forwarding features to employees (COBRA Solutions, Inc., n.d.). The software packages provided by this vendor also comprise multiple features in areas which have been listed below: Human Resources and Management Employee Benefits Information Systems (HRIS) Outsourcing / Third Party Administrators (COBRA Solutions, Inc., n.d.). NuView Systems, Inc. This vendor has also been in the business of providing HRIS software packages to the organizations and projects expertise within the following listed areas (nuviewinc.com, 2013). Affirmative Action / EEO Benefits Administration Benefits Communications Cafeteria Plans Change Management Compensation Disability/Leave Mgt. Employee Benefits FLSA FMLA Group Benefits HR Management HSA/HRA Information Systems (HRIS) Leadership Payroll Performance Management Recruiting & Hiring Relocation Retirement Plans Rewards / Recognitions Risk Management Strategic Thinking/Planning Talent Management Workers Compensation Thus by taking into consideration the software features provided and the areas of expertise, it can be stated that ‘NuView Systems, Inc.’ will be a much better choice in comparison with ‘Cobra Solutions’. Moreover, the expertise areas of ‘NuView Systems, Inc.’ also match up with the issues of the Castle’s Family Restaurant (nuviewinc.com, 2013; COBRA Solutions, Inc., n.d.). Conclusion By taking into consideration all the above described facts in stage 2, it can be concluded that the entire HRIS system as a whole can be segregated into multiple subparts. Each of these subparts is specifically designed to counter specific issues and organizational functionality within a company. The decision regarding the choosing of the appropriate system should be done carefully by taking into mind all the required aspects and operations. Moreover, the selection of the software vendor should also be done carefully based on the software features, quality of service and genuineness of the intangible products provided by them. The specific requirement based applications have been considered as a valuable facet regarding the selection of vendor. Stage III Executive Summary Family restaurant business has been a flourishing business within the markets of United States. As a matter of fact, the competition level also seems to be high enough within this service sector and organizations generally do not hesitate to implement huge investments in terms of bringing about improvisation within their operations and performance levels. On the other hand, the concept of operations management through the carrying out of effective human resource management role comes into the picture. The contents within this discussion include understanding the effectiveness of human resource management regarding improvisation of the process efficiency within an organization i.e. Castle’s Family Restaurant. The content list within this report also describes about an effective business plan which includes concepts such as choosing of effective HRIS systems, vendor recommendations, risk / benefit factors and comparison facts. All these sub-concepts will be targeting towards formulating an effective solution for addressing the managerial issues faced by the Castle’s Family Restaurant chain. Introduction The third stage of the discussion will be projecting a detailed summarization of all the above issues and technological solutions which have been described in the above two sections. The discussion will also lay significant focus towards explaining the risks, assumptions, impact of implementing the chosen HRIS system for the Castle’s Family Restaurant. Company Review As a summarized company review, it can be said that the concerned restaurant is majorly into service business and is currently facing the challenge of ineffective time and cost management. Moreover, since the company is in service business, one major disadvantage it will be facing is that it cannot bring about any reduction or cost cutting regarding the quality of service otherwise there will be a significant chance that the restaurant will be losing its customers to its competitors at a faster rate. Despite these challenges, the restaurant business seems to be growing at a steady rate with US. By effectively analyzing the current business process of this restaurant chain, it can be stated that this business process has a huge chance of growing within the specific market location provided that it takes into consideration one crucial factor regarding the implementation of an effective HRIS system within its organizational framework which in turn will help in minimizing the time as well as maintenance and operation cost expense and add up their efficiency levels. With regard to the business environment factors, this restaurant chain conducts periodic staff hiring process and thus requires the step-by-step implication of the recruitment, selection and training theories (Business Case Studies LLP, n.d.). Apart from these, the restaurant chain business also requires the effective implication of workforce communication theories which in turn find its existence and necessity for effective business management. The implementation of the HRIS system might also prove as an advantage to this company if utilized in an effective manner. Business Analysis `As already stated above, a summarized explanation regarding the effective evaluation of the provided restaurant chain has put forward multiple issues regarding time management, resource management and optimal functionality. The problem being that the operations cum human resource manager has to carry out frequent travels to each of the hotel units in order to maintain a balance between the daily operations within the branches. Consequently, as a result, the manager currently wants to come up with a solution regarding centralization of the entire work process so that he can save a significant amount of time as well as travel expense. Responsively, as per the requirement of the manager and the current state of the issue, the need for automatizing the entire work process of this restaurant chain business can be felt as an utmost necessity. In relation to reinforcement of the identified issues, a justification can be made that due to the lack of operational speed, both the management and the employees within this restaurant chain are suffering from performance drop. Thus, for coping up with the issues and maintaining the standards, the organization has to keep on spending more on multiple aspects regarding the implementation of an effective HRIS system which in turn could facilitate to achieve the desired results at a lower expense. Moreover, the two specifically chosen HRIS systems namely the ‘Office Automation System’ and the Transactional Processing System’ can help the manager through allowing him to control every day activities of all the branches of this restaurant chain business without the need of travelling to each one of them (Kavanagh, Thite & Johnson, 2011, pp. 21-22). The manager can easily monitor the staff members along with perform all the financial services from a single platform. The reason for choosing this two HR functions is mainly due to the fact that the provided issue information highlights the inconvenience faced by the manager regarding ineffective staff and operation control along with uncontrolled travel expense. HRIS Type/Comparison Based on the above delineated facts and depending on the nature and seriousness of the issues faced by this restaurant business, the following HRIS systems have been reviewed and have been listed as under: Benefits Administration Benefits Communications Change Management Employee Benefits HR Management Information Systems (HRIS) Payroll Performance Management Recruiting & Hiring Through detailed evaluation of these service types provided by the ‘NuView Systems, Inc.’, a relationship can be drawn with the solution requirements of this provided restaurant business processes. Moreover, the decision for choosing this HRIS vendor is due to the fact that the service diversification and quality provided by the vendor is highly appreciable in comparison with the other vendors (nuviewinc.com, 2013; COBRA Solutions, Inc., n.d.). In terms of the reinforcement regarding the vendor and the HRIS service selection, it can be said that the provided issues project inconvenience in the areas of effective staff management, payroll preparation, employee recruitment, travel expense reduction and decentralized control over every other operation of the restaurant business. Subsequently, the current HRIS utility package along with the specifically mentioned features list will significantly help this family restaurant business chain and its management to minimize the workload and make improvisation of the efficiency levels (nuviewinc.com, 2013; COBRA Solutions, Inc., n.d.). HRIS Recommendation This section will comprise the summarized form of all the above described facts. In relation to vendor recommendation, with reference to the identified issues within the given family restaurant business, a recommendation has been made regarding the selection of ‘NuView Systems, Inc.’ over ‘COBRA Solutions’. As for validating and substantiating this recommendation, it can be stated that the intangible product diversification of NuView Systems, Inc. is greater in comparison with COBRA Solutions. Concerning the areas of expertise, NuView Systems, Inc. still holds a better position as compared to COBRA Solutions. The details of the expertise areas have been listed above for both the vendors. Moreover, the provided recommendation holds the optimal benefits for the customer which in this case is the Castle’s Family Restaurant chain since each and every feature and expertise level provided by the NuView Systems, Inc. specifically meets the issues faced by this restaurant business process in the current market scenario. In terms of the business risk factors, it can be stated that there might be a specific risk associated with the implementation of this recommended HRIS system. The risk is regarding the establishment cost. Since for now, the business process is completely decentralized so installation of the centralization infrastructure might prove to be a bit expensive and risky for this service organization but in the long run it will have high level of positive impact both on the organization as well as the employees specifically as monetary benefits. Over time and with simultaneous improvisation in the efficiency levels of the organizational work process, the expense levels will gradually come down and the stakeholders will then be able to attain the benefits. Conclusion Based on the foregoing discussion, it can be stated that the necessity of implementation of information technology and centralization of work process is vital for the restaurant chain business organization performing business processes in the current scenario. Moreover, the effective selection of the vendors is also compulsory based on their product quality and features. The software specifications provided by the vendors should accurately match with the requirements of the companies, which in turn lead to the attainment of desired outcomes. References Agarwal, S. & Garg, A. (2012). The importance of communication within organizations: a research on two hotels in Uttarakhand. Journal of Business and Management, 3(2), 40-49. Business Case Studies LLP. (n.d.). Recruitment, selection and training. Retrieved from http://businesscasestudies.co.uk/business-theory/people/recruitment-selection-and-training.html#axzz31CJbtMOf Bal, Y., Bozkurt, S. & Ertemsir, E. (2012). The importance of using human resources information systems (HRIS) and a research on determining the success of HRIS. Management, Knowledge and Learning, 53-62. COBRA Solutions, Inc. (n.d.). Software products. Retrieved from http://www.cobrasolutions.com/products/default.asp Kavanagh, M. J., Thite, M. & Johnson, R. D. (2011). 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