Business Requirements for New System - Essay Example

Business Requirements for New System: A high-level discussion of how the system should be acquired and maintained: A functional and reliable information system is subject to the needs of that organization. Therefore, the first step that the organization should do is to analyze its immediate and future needs through the human resource department (Edwards et al, 2003). The ability to communicate within the organization and acquire other relevant information about current and potential employees is an immediate need (Edwards et al, 2003).

The second consideration is employee administration. Administration encompasses activities ranging from employee appraisal to task allocation (Edwards et al, 2003). The other purpose of an information system is security of the information exchanged (Edwards et al, 2003). In view of these needs, the human resource department then recommends the software that is compatible with the system they intend to operate. The system should be easy to use. For instance, the Trak-It HR program utilizes graphic toolbars, pull-down menus and shortcut keys for easy navigation and access of information.

An important aspect of the process of acquiring a new system or upgrading an old one is to involve all stakeholders in the process (IGI, 2010). The stakeholders in this case are the employees, management and directors and where necessary the customers. This will ensure that all parties are aware of the limitations (if any) and advantages (Keller, 2011). The personnel involved in acquiring the systems should be thorough. One way of ensuring thoroughness is by asking relevant questions that test the limits of the preferred software (IGI, 2010).

As such, the system should be acquired from a reliable and reputable agent. Most importantly, the system should be acquired through a process that does not lead to legal ramifications. However, Keller, (2011) warns that it is imperative that the organization adopt a flexible human resource system to complement the flexibility or rigidity of the systems program thereof (Keller, 2011). In the event that flexibility is not an option, the organization can upgrade the system when the need arises with the help of a professional.

Meanwhile, the technical support staff and users of the system should update their systems regularly. A discussion of the strategic role the system will play in the company: A good example of a functional, reliable information system is the Trak-It HR program. This program has a number of benefits that any human resource department would appreciate (Keller, 2011). The first notable benefit is proper communication between the employees, the management and the customers. According to IGI (2010) functional systems enhance routing, wireless internet access and schema compatibility.

These features allow for superior network interaction (Keller, 2011). With this setup, delivery and retrieval of data is timely and affordable. There is quick email retrieval and voice access especially on behalf of clients and also an access to multiple directories (Keller, 2011). In the case of damage or change in information, the user interface has superior processing, storing and subsequently retrieval data capabilities (Keller, 2011). The system can synchronize all the information in terms of departments, roles and even urgency.

The program also encompasses structured query language to facilitating easier sharing of information. Another strategic role of the system is administration. The system should allow the organization to utilize features such as specialized programming (Edwards et al, 2003). This programming will help in designing an effective logo as well as coordinating the organizations activities (Edwards et al, 2003). For instance, deployment and recruitment procedures will be credible since the system will remove tendencies of human bias.

The human resource procedures will also be consistent; therefore, the system allows for uniformity of processes (Edwards et al, 2003). In light of these facts, the set standards of operation are more attainable. Another feature of administration is data processing (IGI, 2010).The system ensures that the data processors are functional to ensure authentic reports on appraisals, salary, time off schedules and even time tables. The superior information handling of the system allows the organization to access new information on administration strategies, infrastructure development and profit maximization (Edwards et al, 2003).

Finally, the system allows for a smooth change management through its flexibility in regard to systems upgrade to, for instance, suit a new human resource strategy (IGI, 2010). While ensuring interaction, the system also handles extremely sensitive information about employees and other functions of the organization (IGI, 2010).This sensitive information includes employee history, payrolls, market strategies and grievance reports. As such, it is imperative that high levels of security prevail when feeding in or retrieving information and a program like Trak-It HR program can ensure just that (IGI, 2010).

This program has a single administrative system where there is accurate monitoring of information (IGI, 2010). Synchronization is not only suitable for easier access of information but also for security of the same information (IGI, 2010). This is because, through synchronization and the key lock system, the system ensures that sensitive information can be accessed by only authorized personnel (Keller, 2011). Individuals can also not input and process private data that may tamper with the authenticity of the protected data (Keller, 2011).

References: IGI. (2010). Information Resources Management: Concepts, Methodologies, Tools and Applications. Pennsylvania: Idea Group Inc. Edwards, J. E., Scott, J. C., Raju, N. S. (2003). The Human Resources Program-Evaluation Handbook. New York: SAGE. Keller, A. (2011). Human Resource Due Diligence within the Context of Mergers & Acquisitions: A Mathematical Valuation Model of Human Resources. Munich: GRIN Verlag.