Strengths and Weaknesses of Existing HRIS - Essay Example

Preliminary Report to Senior Management Name: Course title: Instructors Name: Institution: Date: Introduction A human resource information system can be termed as a computer-based application, used in assembling as well as processing data relating to the HRM (human resource management) functions. HRIS also consists of database that contains one or more type of files, which data relevant to systems are maintained and database management system that provides means by which the users of these systems accesses and utilizes these data (Greengard 2011, p. 25). This report is based on a feasibility study and request approval by the senior management to formally evaluate and select a HRIS product for our company. Strengths and weaknesses of existing HRIS Strengths Ne of the strengths of the existing HRIS is the ability to streamline the HR functions and ability to enhance compliance with the state and federal laws, enhance recruitment process and selection, and improved data preparations both for external and internal uses. Other strengths includes ability to perform accurate HR audits using several parameters and ability for employees and the managers to quickly access information and answers easily without the need of consulting HR representatives all times (Holtz 2007, p. 41) . Weaknesses One of the major weaknesses is frequent human errors during the time of information input and it is costly when updating the malfunctioning and systems. Other weaknesses include the HRIS demand for technology and computer specialist having adequate background o information technology background. These specialists requires far above average salaries, which may be out of reach for small companies. Organisational objectives The main organisational objectives include: The implementation and maintenance of a HRIS that will assist the HR practitioners and managers to improve the running of HR department (Holtz 2007, p. 49). To reduce the operational costs by at least 55% in the next five years. To implement a HRIS that will reduce the overall HR system by at least 30% in the next five years. Implementing HRIS for the first time within the organisation (Walker 2009, p .67). Full support by senior management for the HRIS as well as making use of the implementation of HRIS in decision (Greengard 2011, p. 90). Implementing a HRIS in an organisation Operating a business generates information, which relates to both employees and business. Thus, there is need to secure and harness this type of information in a system. By developing a system employers ensure that authorized persons only access information regarding the organisation. Further HRIS reduces amount of paperwork generated, streamline processes, and organize data among other useful needs. Through HRIS system, firms are able to reduce on operational costs in areas such as cost on training of new employees, documenting workers who leave the organisation, reducing potential expenses such as legal disputes among others (Walker 2009, p .107). Needs of different organisational users As indicated above, HRIS mergers HR activities to information technology fields, as programming of data system have enabled standardization of packages and routines of the ERP (Enterprise resource planning). Based on this, there are many users of the HRIS, although this varies with their positions in an organisation. For instance, by adopting HRIS such as client-server, Service SaaS, Application Service providers among others line managers are able to track performance records of people working under them. Human resources are able to gauge the appraisal performance, learning management and employees self services. Generally, the objects of the HRIS lie greatly on ease of web administration, customer services, information and records management. For instance, most of he HRIS constantly strive for an excellent delivery of services to different departments served by the HR department. Further web administration assists organisations to communicate to the employees through intranet and internet (Holtz 2007, p. 46). Current major processes The prevailing HRIS are essential in facilitating processes, which reengineers the HRM department, thus better results to the departments relying from HR. The current processes are aimed at automating the Hr department, hence more reliance on the HRIS as they are less expensive and an appealing method of gathering and distributing of the Human resources information. Processes improved by adopting HRIS It is worth noting that HRIS plays a vital role for the success of any firm, especially during this times when most of the information is readily available in the internet. One of the processes, which can be improved through automation, is efficient management of the information and record management. Various HRIS maintain records through repository of work force such as OPF (Official Personal File) (Lawler 2008, p. 100). Through automation HR are able to preserve the environments in which they operates du to the fact that most of activities carried out do not use a lot of paper work. By doing this, the organisation concerned is able to adopt other carbon print measures, thus easily integrating with communities it serves. By using modern HRIS firms are able to easily communicate with their employees, as the HR website can be able to collect as well as deploy information, a factor that promotes HR technical and professional services. Greengard (2011, p. 25) argues that automation processes allow human resources departments to reduce operational cost by more than 56%, through reduced loss of information, quick access and processing of information among other notable advantages. Communication processes Some of the communication processes that support user needs upon installing HRIS are through training employees on ways of accessing and utilizing the HR information to the stakeholders such as the managers, shareholders, board of directors among other vital users of HR information. Resources required implementing the HRIS plan To implement a HRIS plan, training is one of the resources required by the organisation. This is because most of the employees may not have the required knowhow regarding the way to make a good use of the available information. Further, employees working in the HR department require training on how to prevent malware and other forms of information distortion from related firms. Resources are also required to procure supporting frameworks such as purchasing of new computers, which will effectively support the HRIS adapted (Lawler 2008, p. 108). Non-tangible benefits of HRIS One of the non-tangible benefits of the HRIS is strategic value of better information management. This allows the management to focus more on decision-making and on projects as compared than on paperwork. The other non-tangible benefit is equipping the HR department with new capabilities and tools, which helps to deal with emerging issues pertaining HR department (Holtz 2007, p. 41). Conclusion From the above information, the senior management can clearly see the need of adopting a HRIS to improve the HR department as well as the general efficient of our firm. References Greengard, S 2011, Extranets: Linking Employees with Your Vendors. Workforce 76, no. 11 28-34. Holtz, S 2007, Strategizing a Human Resources Presence on the Intranet, Compensation and Benefits Management 13, no. 4, 31-37. Lawler, J 2008, Computer-Mediated Information Processing and Decision Making in Human Resource Management. In Research in Personnel and Human Resources Management, vol. 10, JAI Press, Greenwich. Walker, A 2009. Handbook of Human Resource Information Systems: Reshaping the Human Resource Function with Technology, McGraw-Hill, New York. Final Report to Senior Management Introduction This paper carefully evaluates on framework to be followed in adopting the Service (SaaS) model Requirements document Laird (2008, p. 186) indicates that User Requirement Specification is one of the most important document. This is because it allows successful compilations and executions of IQ (Installation Qualification) for installation purposes, OQ (Operational Qualification) for functionality purposes, and PO (Product or performance qualification) for operational purposes. The success of all this aspects largely depends on URS (User Requirement Specification), which contains a concise, clear and the testable requirements. Once the users’ requirement specification are documented, approved and agreed upon, they form basics for the Level -1 of URS document. After the functionalities documented in level 1 and approved by the senior management it forms level 2 of the URS, which is the final stage unless a software is to be used. In case of use of software, level -2 of URS is then passed to code writers. As code is written, group lines of the code should be attributed to individual functions requiring their presence. Completion of the task results in completion of Level -3 of URS document. By developing URS to this particular level largely depends on the concerned industry, although it is standard practise regulated by industries because it forms a building block in creating quality software. Level three of URS document, contains traceability deemed mandatory for assessing software to be crucial to the product quality, in managing human resources departments (Ceriello 2001, p. 450). Methods for evaluating commercial and in-house packages Some of the methods used in evaluating in-house package and commercial are through comparative implementability of the information systems through theoretical concepts, which underlies dichotomy of application packages versus the in-house development. This method puts forward set of hypothesis that regard to influence of levels of originality of implementation. Suitability of potential systems As indicated above, the Human resource information systems are able to alleviate administrative burdens of almost all the human resources departments. They can as well improve on the way employees are managed, development of professional work as well as helping professional from HR department in playing more strategic roles in the organisation. Top achieve all these, there are many potential systems, which can be adopted by the HR department although this varies significantly with the intended purposes. The choice of the HRIS adopted depends on whether the organisation wishes to centralize or decentralize the HR activities, reporting or in input of data. Some of the HRIS, which can be adopted, includes Software as a Service SaaS and Application Service Provider among other notable application software’s. Co-benefits include efficient reduction of operational costs and improvement on environment. The return on investment includes ability to handle new as well as unforeseen occurrences in the human resources. One of the associated risks include lack of achieving the targeted purposes resulting from poor implementation stage among other notable risks such as raised operational costs (Ceriello 2001, p. 453). Product to purchase For our firm the need of adopting Software as a Service (SaaS) model to improve performances of the HR department cannot be underrated. Function gaps of Software as a Service (SaaS) model Service (SaaS) model, which is also referred to as on-demand software is software delivery model where the users using thin client such as web browser over internet access the software and the linked data hosted centrally, mostly using cloud method and them. Due to this, the model is used in human resource management among other notable sectors. One of the function gaps associated with Service (SaaS) model lies on customization and configuration. SaaS applications are same with the traditional enterprise software; where as single customers may be able to alter configuration parameters or configurations. This affects the functionality of the software and the look-and-feel. To deal with this functional gap, one is required to develop custom logo and custom colours, although it remains hard to change the page layouts. The other functionality gap is collaborative and social functionalise. This is inspired by large success of the online social services and others, which are termed as web 2.0 functionalities. To cater for this gap, there is need of modifying SaaS applications that allows sharing of information and the collaboration of users (McHall 2011, p. 80). Implementation plan Healthy implementation planning is vital elements in enhancing successful delivery of services in any given firm. Laird (2008, p. 186) argues that implementation are the management tools for particular policy measures, or even packages of measures, which are designed at assisting agencies in managing as well as monitoring implementations effectively. Implementation plans ought to be scalable and flexible, thus reflecting degree of innovation, urgency, and sensitivity all associated with certain policy measures. To implement this HRIS there is need to carry out data conversion that entails changing data from one environment to another. The other important element in implementing the Service (SaaS) model is acceptance testing. This is the final testing stage performed on the system before the system is delivered to live environment. For this model, the acceptance testing will be carried out as a “black box” test (McHall 2011, p. 43). This means that the testers will use specified inputs and then verify results. Other implementation process includes training the users on how to use the program once it is put in place. There will be change in management processes as some of the job positions will be merged due to automated process. Timeframes and human resource requirements There is need to come up with period to effectively manage the new program adopted by the organisation. To effect this human resource department ought to train the staffs and provide the financial resources associated with the changes. The table below gives period for implementing this HRIS model Activity Time allocated data conversion 6 months acceptance testing 3 months user training 12 months (Jutras 2011, p. 110). Having indicated the need of coming up with the Service (SaaS) model of human resource management, I would participate in the implementation plan to guide the senior teams on processes to be followed and on timeframe to be followed. Service (SaaS) model is an internationally recognized model used to automate the HR processes. Global companies have used the model, thus being able to significantly reduce their operational costs. Some of the key performance indicators will be reduced operational costs and ability to access and utilize information. Contractual obligations and limitations Some of the contractual obligations include purchase orders, agreements, and supply contracts among other notable obligations. In most cases parties to contracts fails to agree on the assigned duties, thus limit the ability of contractual obligations to deliver desired results. This will be solved through informal negations, arbitration and mediation, and through the courts. Backup services For this HRIS model, SaaS data escrow method of back up services will be used. It enables firms to insure and protect all data residing within the SaaS applications losses. It uses the process of Software as a service data escrow, which keeps copy of crucial software’s application data with independent third parties (Jutras 2011, p. 111). Strategy to provide training and support To provide the desired training and support, service strategy will be adopted to help the organisation attain real and measurable results via the structured development processes. Consulting services will also be offered. Key performance indicators, such as reduced operational, ability to offer quality customer services to users of HR services among other methods will help in monitoring the success of Service (SaaS) model. Some the abnormalities, which can arise, include human errors, when entering or accessing data from the new HRIS model. To rectify this, continuous training will be conducted to all the employees, in order to increases their efficiency in using the Service (SaaS) model (Ceriello 2001, p. 455). Conclusion From the information above, one can establish the great need of adopting the Service (SaaS) model as the HRIS to be used by our firm. The firm will be able to reduce on operational cost and reduce time wasted when manually accessing the HR information. It is on this background that I request the senior management to adopt the Service (SaaS) model to enhance overall performance of our company’s HR department (Laird 2008, p. 186). References Ceriello, V 2001, Human Resource Management Systems: Strategies, Tactics, and Techniques, Lexington Books, Lexington, MA. Jutras, C 2011, QAD On Demand gives manufacturers the tools they need to become global, Aberdeen Research Group. Laird, P 2008, How Oracle, IBM, SAP, Microsoft, and Intuit are Responding to the SaaS Revolution, Laird OnDemand. McHall, T 2011, Gartner Says Worldwide Software as a Service Revenue Is Forecast to Grow 21 Percent in 2011, Rutledge, London. Read More