HRIS Needs Analysis Paper
Table of contents
Executive summary
- Description of Diversicorp and what it does
DiversiCorp is a fulfillment and packaging services company that is based in Michigan. The company has been in operation for more than forty years and their market coverage has been growing over the years. It has clients in both the incorporating and the automotive industries including computer hardware, household appliances, and furniture. The company offers an extremely modified approach to business consulting (Stefaniak, 2015). It focuses on the principal, owner, executive, or partner of closely held organizations that are stagnant, growing, or experiencing technical hitches. Its management advisory services expose resources from the inside and gives the outside input and advice founded on the investment returns. DiversiCorp’s approach is to establish relationships from close interactions, solid observations, and collaboration with customers (Stefaniak, 2015). Generally, it draws from a system of experienced independent consulting organizations offering technology, operating management, financial, enterprise transformation, business planning, and tailored advisory board development and services.
- Current state of technology in Diversicorp
Currently, technology used in the company is outdated due to inadequate funding in the business. The company only has paper filing systems, spreadsheets, no time collection electronic system, and no payroll software. It has an outdated system that uses excel worksheets to process applications, and uses the monster website to recruit workers (Solomonson et al., 2015). Also, the human resource functions are carried out independently from the technological functions. Further, the practices used in the business are inconsistent, informal, and out of date.
- Current HR technology needs
The company’s technology needs would be an electronic payroll program that enables CFO, and HR access. Also, Diversicorp needs to have the capacity to keep track of the time of the workers’ work hours. Also, it needs to accurately keep supplies that the workers were loading. It requires to have a place where the workers’ records and data on the required training are held.
- How to bridge the gap
To bridge this gap, DiversiCorp requires implementing a Human Resource Information System (HRIS). The system will include a payroll program that will enable HR access, and CFO. Also, the system should be able to keep track of the working hours of workers, and to ensure accuracy of the supplies loaded by employees. Moreover, it should trace the received time off, vacations, and the total working hours of the employees (Troshani et al., 2011). The HRIS should as well contain a place where the worker’s information and records on the required training are kept. The HR should have a way to promote and store the applicants’ information confidently. To prevent having many systems, all the systems should have the ability to interact with each other. The system has to be functional and have mobile competences for the changing times for both employees and applicants.
- How the solution will help the organization to achieve its organizational goals
Implementing the new HRIS will enable the Human Resource functional areas to be accessed and used easily among workers. The HRIS will enable for the assimilation of technology and human resource functions. Therefore, the human resource functions of the organization will be performed more efficiently leading to an increase in the internal efficiencies. Also, the company will remain updated with the latest human resource practices.
Planning
- Composition of the steering committee
The steering committee that will be in charge of the implementation of the new human resource information system will include the Director of fulfillment, Treasurer, HR Director, The IT specialist, and HR manager. Also, the general workers will be part of the committee since they will present the need sof the workers who are influence by the new technology.
- Identity of the project manager and why he was chosen
Thad Thomas, the HR Director is the project manager. He was chosen as the project manager because of his understanding of the Human Resource processes, management, and technology developments. Thomas works closely with the workers who have voiced their concerns and he respects all the executives in the company. Therefore, Thomas is the best option for this post.
- List of the activities that will be addressed with a HRIS
There are different activities that will be addressed by the new HRIS. They include:
- Payroll
- Time collection
- Benefits
- Recruitment
- Reporting
- Training
- performance
Analysis
- Data collection and people who contributed information
Data was collected through online surveys, focus groups and interviews from the main employees in the company. Interns carried out the process of data collection for two months with the supervision of the project manager.
- Gap analysis
- a) Where Diversicorp is today in regards to HR activities
According to the data collected, payroll is presently being done in the house using the outdated systems. Also, the general workers are offered hard copy checks rather than direct deposits. Recruitment for new workers begins on monster.com, and then the applications are faxed after which the data is input into excel spreadsheets where the applicants are organized. Tedious background checks are then performed on every person. The process is out of date and seems longer and so unnecessary. Time collection, in the company does not allow the employees to see their working hours per year, month, or week in the course of their work (Solomonson et al., 2015). The time collection technique for the warehouse drivers and employees is outdated and has to be done in a spreadsheet before sending to the HR. The process involves extra steps that are so unnecessary. Reporting in Diversicorp is also done using an outdated system. Further, the benefits of Diversicorp are now being completed in the open enrollment period and all the workers have to fill out forms. Then, the HR has to go to every benefits company’s sites to enter the data. The process gives room for errors and it consumes much time. In the performance category, managers inconsistently conduct reviews and send the information to HR (Solomonson et al, 2015). However, other managers do not perform the reviews at all. In the training category, there is no website in Diversicorp where training can be conducted and tracked. It is a big issue since it is inefficient to depend on memory alone to assure appropriate training.
- b) Where Diversicorp needs to be in regards to HR activities
In regards to payroll, Diversicorp needs to incorporate it with all other information concerning HR. A feature should be implemented in the HRIS system to make payroll just as significant as other features so that duplications do not exist and all information is accurate and up to date. The HR manager should input information regarding the wages, and the working hours of employees in a computer software. It should be done in such a way that the software will utilize that information when calculating and deducting withdrawals automatically. Also, Diversicorp’s HRIS should enable the workers to choose between hard copy checks, and direct deposits. Diversicorp requires to have a recruitment system that is up to date which allows for easy background checks. The system will allow for reviews of the candidate applications, and interview response can be added. Also, insight into the organization can be acquired enabling the employees to define whether there is a possibility for them to remain content working with Diversicorp (Troshani et al., 2011). Therefore, the organization of the applicants will be electronic and better. In time collection category, Diversicorp needs to offer its employees the ability to have time collection integrated in the HRIS. Therefore, they should be able to log into the system whenever they want to get their information. Warehouse drivers and workers are required to be in direct contact with HRIS to input the hours to avoid the added work. The reporting system in Diversicorp needs to be streamlined. It will enable the company to take control over their information, which they can use to observe the preferred results. In the streamlined system, the reports can be custom crafted in several ways to fit every report. The benefits category of the organization need to be automated and linked within the HRIS. The HRIS can make emails to alert workers of the benefits enrollment times. Then, the system will direct them through the enrollment process, at which they either waive or elect benefits. Diversicorp needs to make the performance reviews compulsory. Hence, performance measurement and management program based on computers can be used. For performance pay-links, the use of automated measurement systems can be employed. The workers can trace their performance, gather response, involve themselves in self-monitoring, review themselves online, and take part in setting goals together with team members and managers (Troshani et al.,2011). It will make workers more responsible for their performance, and more invested in the company. Diversicorp needs to ensure that there is training and tracking through the HRIS that will ensure that this training is accomplished in an efficient and timely manner. The training can be classified into sections to ensure that the workers finish certain tasks before moving on. The HRIS will plan, track, deliver, and evaluate the workers’ progress through the training.
- c) Gap
- i) Gap Analysis Chart
- ii) Gap Analysis Chart in prose
The gap analysis chart explains the present state of the HR responsibilities and the preferred state of these functions.
The chart shows the functional area, the activities carried out in each area, the role in charge of every area, current and preferred processes, the associated gap, and their priority. Diversicorp is required to implement an HRIS that will enable the integration of the HRIS functions.
Recommendations
Diversicorp seriously needs an updated HRIS system that will integrate their Human resource functions. For payroll, incorporation of the payroll with all the HR information is recommendable. Also, direct deposit option for workers should be implemented. In the reporting category, involving a streamlined reporting process for governmental needed reports in an HRIS is recommended. For the time collection, the organization is required to implement an HRIS that involves a time collection system that will enable workers to observe the number of hours per year/month/day that they have accumulated. Also, the HRIS should contain effective time collection techniques for all staffs including drivers, and warehouse workers. In the training category, it is recommended that a training tracking system should be implemented in the HRIS. The system will enable the management to observe where every employees is at in their training and how much far they have to go. For benefits, it is vital that Diversicorp’s management implements a HRIS that is capable of accepting electronic application and submissions, and computerize background checks. Also, it should incorporate an interconnected and automated benefits option in the HRIS. It will enable the workers to access benefits, the remaining vacation time, and time collection information through the computers. In the performance classification of the firm, it can be recommended that a computer- based and formal performance measurement and management program be developed. Therefore, the company will be able to implement a review process that is formal, and one that is connected to sales incentives, and salary increments. In recruitment, the organization should create an HRIS to manage applications.
The system will enable Diversicorp to accomplish its organizational objectives. The new HRIS will bring a positive change in the organization. Diversicorp will be able to manage its applications, have useful time collection techniques, tie in performance reviews with salary increases and sales incentives, and its staff will easily access their benefits. The workers will be thankful for being able to access all this information.
References
Solomonson, W. L., & Giberson, T. R. (2015). A Competency-Based Performance System in a Health Care IT Setting. In Cases on Human Performance Improvement Technologies (pp. 287-307). IGI Global.
Stefaniak, J. E. (Ed.). (2015). Cases on human performance improvement technologies. IGI Global.
Troshani, I., Jerram, C., & Hill, S. R. (2011). Exploring the public sector adoption of HRIS. Industrial Management & Data Systems.HRIS Needs Analysis Paper
Table of contents
Executive summary
- Description of Diversicorp and what it does
DiversiCorp is a fulfillment and packaging services company that is based in Michigan. The company has been in operation for more than forty years and their market coverage has been growing over the years. It has clients in both the incorporating and the automotive industries including computer hardware, household appliances, and furniture. The company offers an extremely modified approach to business consulting (Stefaniak, 2015). It focuses on the principal, owner, executive, or partner of closely held organizations that are stagnant, growing, or experiencing technical hitches. Its management advisory services expose resources from the inside and gives the outside input and advice founded on the investment returns. DiversiCorp’s approach is to establish relationships from close interactions, solid observations, and collaboration with customers (Stefaniak, 2015). Generally, it draws from a system of experienced independent consulting organizations offering technology, operating management, financial, enterprise transformation, business planning, and tailored advisory board development and services.
- Current state of technology in Diversicorp
Currently, technology used in the company is outdated due to inadequate funding in the business. The company only has paper filing systems, spreadsheets, no time collection electronic system, and no payroll software. It has an outdated system that uses excel worksheets to process applications, and uses the monster website to recruit workers (Solomonson et al., 2015). Also, the human resource functions are carried out independently from the technological functions. Further, the practices used in the business are inconsistent, informal, and out of date.
- Current HR technology needs
The company’s technology needs would be an electronic payroll program that enables CFO, and HR access. Also, Diversicorp needs to have the capacity to keep track of the time of the workers’ work hours. Also, it needs to accurately keep supplies that the workers were loading. It requires to have a place where the workers’ records and data on the required training are held.
- How to bridge the gap
To bridge this gap, DiversiCorp requires implementing a Human Resource Information System (HRIS). The system will include a payroll program that will enable HR access, and CFO. Also, the system should be able to keep track of the working hours of workers, and to ensure accuracy of the supplies loaded by employees. Moreover, it should trace the received time off, vacations, and the total working hours of the employees (Troshani et al., 2011). The HRIS should as well contain a place where the worker’s information and records on the required training are kept. The HR should have a way to promote and store the applicants’ information confidently. To prevent having many systems, all the systems should have the ability to interact with each other. The system has to be functional and have mobile competences for the changing times for both employees and applicants.
- How the solution will help the organization to achieve its organizational goals
Implementing the new HRIS will enable the Human Resource functional areas to be accessed and used easily among workers. The HRIS will enable for the assimilation of technology and human resource functions. Therefore, the human resource functions of the organization will be performed more efficiently leading to an increase in the internal efficiencies. Also, the company will remain updated with the latest human resource practices.
Planning
- Composition of the steering committee
The steering committee that will be in charge of the implementation of the new human resource information system will include the Director of fulfillment, Treasurer, HR Director, The IT specialist, and HR manager. Also, the general workers will be part of the committee since they will present the need sof the workers who are influence by the new technology.
- Identity of the project manager and why he was chosen
Thad Thomas, the HR Director is the project manager. He was chosen as the project manager because of his understanding of the Human Resource processes, management, and technology developments. Thomas works closely with the workers who have voiced their concerns and he respects all the executives in the company. Therefore, Thomas is the best option for this post.
- List of the activities that will be addressed with a HRIS
There are different activities that will be addressed by the new HRIS. They include:
- Payroll
- Time collection
- Benefits
- Recruitment
- Reporting
- Training
- performance
Analysis
- Data collection and people who contributed information
Data was collected through online surveys, focus groups and interviews from the main employees in the company. Interns carried out the process of data collection for two months with the supervision of the project manager.
- Gap analysis
- a) Where Diversicorp is today in regards to HR activities
According to the data collected, payroll is presently being done in the house using the outdated systems. Also, the general workers are offered hard copy checks rather than direct deposits. Recruitment for new workers begins on monster.com, and then the applications are faxed after which the data is input into excel spreadsheets where the applicants are organized. Tedious background checks are then performed on every person. The process is out of date and seems longer and so unnecessary. Time collection, in the company does not allow the employees to see their working hours per year, month, or week in the course of their work (Solomonson et al., 2015). The time collection technique for the warehouse drivers and employees is outdated and has to be done in a spreadsheet before sending to the HR. The process involves extra steps that are so unnecessary. Reporting in Diversicorp is also done using an outdated system. Further, the benefits of Diversicorp are now being completed in the open enrollment period and all the workers have to fill out forms. Then, the HR has to go to every benefits company’s sites to enter the data. The process gives room for errors and it consumes much time. In the performance category, managers inconsistently conduct reviews and send the information to HR (Solomonson et al, 2015). However, other managers do not perform the reviews at all. In the training category, there is no website in Diversicorp where training can be conducted and tracked. It is a big issue since it is inefficient to depend on memory alone to assure appropriate training.
- b) Where Diversicorp needs to be in regards to HR activities
In regards to payroll, Diversicorp needs to incorporate it with all other information concerning HR. A feature should be implemented in the HRIS system to make payroll just as significant as other features so that duplications do not exist and all information is accurate and up to date. The HR manager should input information regarding the wages, and the working hours of employees in a computer software. It should be done in such a way that the software will utilize that information when calculating and deducting withdrawals automatically. Also, Diversicorp’s HRIS should enable the workers to choose between hard copy checks, and direct deposits. Diversicorp requires to have a recruitment system that is up to date which allows for easy background checks. The system will allow for reviews of the candidate applications, and interview response can be added. Also, insight into the organization can be acquired enabling the employees to define whether there is a possibility for them to remain content working with Diversicorp (Troshani et al., 2011). Therefore, the organization of the applicants will be electronic and better. In time collection category, Diversicorp needs to offer its employees the ability to have time collection integrated in the HRIS. Therefore, they should be able to log into the system whenever they want to get their information. Warehouse drivers and workers are required to be in direct contact with HRIS to input the hours to avoid the added work. The reporting system in Diversicorp needs to be streamlined. It will enable the company to take control over their information, which they can use to observe the preferred results. In the streamlined system, the reports can be custom crafted in several ways to fit every report. The benefits category of the organization need to be automated and linked within the HRIS. The HRIS can make emails to alert workers of the benefits enrollment times. Then, the system will direct them through the enrollment process, at which they either waive or elect benefits. Diversicorp needs to make the performance reviews compulsory. Hence, performance measurement and management program based on computers can be used. For performance pay-links, the use of automated measurement systems can be employed. The workers can trace their performance, gather response, involve themselves in self-monitoring, review themselves online, and take part in setting goals together with team members and managers (Troshani et al.,2011). It will make workers more responsible for their performance, and more invested in the company. Diversicorp needs to ensure that there is training and tracking through the HRIS that will ensure that this training is accomplished in an efficient and timely manner. The training can be classified into sections to ensure that the workers finish certain tasks before moving on. The HRIS will plan, track, deliver, and evaluate the workers’ progress through the training.
- c) Gap
- i) Gap Analysis Chart
- ii) Gap Analysis Chart in prose
The gap analysis chart explains the present state of the HR responsibilities and the preferred state of these functions.
The chart shows the functional area, the activities carried out in each area, the role in charge of every area, current and preferred processes, the associated gap, and their priority. Diversicorp is required to implement an HRIS that will enable the integration of the HRIS functions.
Recommendations
Diversicorp seriously needs an updated HRIS system that will integrate their Human resource functions. For payroll, incorporation of the payroll with all the HR information is recommendable. Also, direct deposit option for workers should be implemented. In the reporting category, involving a streamlined reporting process for governmental needed reports in an HRIS is recommended. For the time collection, the organization is required to implement an HRIS that involves a time collection system that will enable workers to observe the number of hours per year/month/day that they have accumulated. Also, the HRIS should contain effective time collection techniques for all staffs including drivers, and warehouse workers. In the training category, it is recommended that a training tracking system should be implemented in the HRIS. The system will enable the management to observe where every employees is at in their training and how much far they have to go. For benefits, it is vital that Diversicorp’s management implements a HRIS that is capable of accepting electronic application and submissions, and computerize background checks. Also, it should incorporate an interconnected and automated benefits option in the HRIS. It will enable the workers to access benefits, the remaining vacation time, and time collection information through the computers. In the performance classification of the firm, it can be recommended that a computer- based and formal performance measurement and management program be developed. Therefore, the company will be able to implement a review process that is formal, and one that is connected to sales incentives, and salary increments. In recruitment, the organization should create an HRIS to manage applications.
The system will enable Diversicorp to accomplish its organizational objectives. The new HRIS will bring a positive change in the organization. Diversicorp will be able to manage its applications, have useful time collection techniques, tie in performance reviews with salary increases and sales incentives, and its staff will easily access their benefits. The workers will be thankful for being able to access all this information.
References
Solomonson, W. L., & Giberson, T. R. (2015). A Competency-Based Performance System in a Health Care IT Setting. In Cases on Human Performance Improvement Technologies (pp. 287-307). IGI Global.
Stefaniak, J. E. (Ed.). (2015). Cases on human performance improvement technologies. IGI Global.
Troshani, I., Jerram, C., & Hill, S. R. (2011). Exploring the public sector adoption of HRIS. Industrial Management & Data Systems.